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Admin. Assistant - 100257A

Position summary
In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.
Specific Job Responsibilities and Standards:

  • In addition to tasks outlined in the Administrative Clerk description, examples of work at this level may typically include some combination of the following:
  • Independently prepare complex documentation, reports, charts, graphs and spreadsheets at designate intervals and as requested.
  • Coordinate special projects for the department, including seminars, retirement parties and retreats in addition to participating in hospital-wide initiatives.
  • Research cost comparison data on department supplies, furniture, food and other items.
  • Develop advanced presentation materials for Nursing Leadership Meetings, department seminars and miscellaneous events.
  • Prioritize and resolve inquiries via phone and email from members of the department and external groups.
  • Schedule and maintain calendar of appointments, meetings and travel itineraries, and coordinate related arrangements for Directors.
  • Coordinate travel arrangements and schedules for interview candidates as well as escorting them, making lunch reservations and preparing a folder with DUH, Durham and other related information.
  • Coordinate the on-boarding process of new employees, including but not limited to: enrolling them in orientation classes, assisting in the DUH credentialing process, preparing personnel files and orientation manuals, assisting them with the scheduling of such appointments as EOHW and Nursing Payroll, complete forms for them to obtain an ID badge, pager, parking pass etc.
  • Prepare forms for employees in transition periods such as medical leave, termination and transfer.
  • Communicate with department regularly via a monthly newsletter, emails and other forms of communication.
  • Assist clinical staff in maintaining current licenses and certification, according to state and national boards.
  • Monitor and record monthly attendance records for clinical staff to ensure they meet hospital standards.
  • Maintain accurate personnel files of all clinical staff according to Joint Commission Standards.
  • Act as a liaison between the department and other external groups.
  • Consistently update policy/procedures for the department and maintain up-to-date manuals and other resource books. Explain policy/procedures to other parties based on knowledge of company and department guidelines.

Position requirements

High school education or equivalent.
Two years of administrative support experience of increasing variety and/or complexity
Knowledge, Skills, and Abilities:
Creatively uses PC, word processing, and other office tools. Thorough knowledge of department policies, procedures, and goals.
Physical and mental requirements: 

  • Able to independently seek out resources and work collaboratively to solve complex problems
  • Able to communicate clearly with patients, families, visitors, physicians, administrators, leadership, and others.
  • Able to use sensory and cognitive functions to process and prioritize information.
  • Able to use fine motor skills
  • Able to record activities, document assessments & interventions; prepare reports and presentations;
  • Able to use computer and learn new software programs
  • Able to withstand prolonged standing and walking with the ability to move or lift at least fifty pounds
  • Able to remain focused and organized
  • Able to work collaboratively with all levels of personnel

Primary hours will be Monday-Friday, 8am-4:30pm, with a 30 minute lunch break.  Hours may vary if departmental needs arise, but must be pre-approved.  

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