Nursing Office Assistant - Nursing Administration - Full Time/Nights - Req#1996811877

Job Objective :

Under the direction of the Director of Nursing Office, performs a wide variety of complex duties requiring a high degree of accuracy, with latitude for independent initiative and judgment and provides technical and secretarial assistance in planning, organizing, and controlling the workflow in order to accomplish the objectives of the department and organization.

Essential Duties and Responsibilities :

A. Secretary III Responsibilities

• Performs all normal secretarial duties in support of the department.
• Maintains shift change report records.
• Maintains records in Shared drives to include, but not limited to, shift reports, decedent records, House Supervisor reports.
• Involved with heavy typing, scanning, filing, phones, shredding, copying, faxing and e mails.
• Collects and prepares departmental statistical reports and routes as needed.
• Actively participates, updates and maintains policy and procedure manuals, including but not limited to archiving, formatting and distribution.
• Updates and maintains master disaster call lists.
• Orders supplies for Nursing Administration and Administration dietary supplies.
• Assists patients, family members, visitors, doctors, nurses, volunteers or employees with inquiries; including routing complaints to Patient Experience Department.
• Contacts IT, Engineering, Biomedical as directed by Nursing Administration Director or House Supervisor.
• May act as a representative for AVMC at meetings, committees and special events in support of operational demands and / or support nursing activity functions (i.

e. surveys, contests, marketing).

• Coordinates staffing resources for nursing departments as directed and updates electronic staffing and programs.
• Decedent Affairs Responsibilities : a. Coordinates death intake, legal next of kin, Durable Power of Attorney, Coroner's cases, Public Administrator referrals, Los Angeles and Kern County, fetal demise, autopsies, body holding area.

Reports deaths One-Legacy and mortuary follow up. b. EDRS and FEDRS trained, for the completion and filing of death certificates required.

• Helps in copying part of medical record for patients transferring out of facility and maintains Transfer Log.
• Maintains master Physician Call Panel and Physician Suspension lists.
• Maintains and prints the Administrator On-Call (AOC) list.
• Works in collaboration with House Supervisor to meet demands of department, nursing departments and organizational needs.
• Responsible for notifying Nuclear Med for stress tests when Nuclear Med department is closed.
• Responsible for after hours and weekends surgery scheduling and printing of upon request.
• Assists with homeless patient clothing sign-out requests and weekly audit of clothing supplies.
• Acts as System coordinator for computerized centralized staffing / acuity system and broadcast messaging. Completes data entry necessary to support Nursing Department scheduling needs with accuracy.
• Coordinates use of outside agency staff and maintains related documentation.
• Hands out and collects Registry Evaluations for per diem and travel staff to meet regulatory body requirements and places in electronic folders.
• Informs the Director of Nursing Office if agency staff is not working required schedule.
• Coordinates staffing needs in the nursing departments.
• Allocates, reallocates and calls in relief staff to fill vacancies on the nursing units.
• Works in close collaboration with House Supervisors and Department Directors to determine appropriate staffing needs per shift.
• Runs reports, analyzes and displays data and makes staffing recommendations based on data analysis. Maintains integrity of data through ongoing, periodic auditing.
• Maintains and ensures all staffing sheets are completed for accuracy and prints clean sheets and files electronically.
• Responsible for knowing, complying and working within nursing union contract guidelines for all unions.
• Ensures integrity of staffing is done by both nursing acuity and mandated ratio requirements.

Non-Essential Duties :

• Handles and distributes incoming and out-going mail
• Orients and trains new employees
• Performs other duties or projects as assigned

Knowledge, Skills and Abilities :

Knowledge

• Knowledge of English usage, spelling, grammar and
• Knowledge of medical
• Knowledge of secretarial

Skills

• Skilled in usages of computers and programs in a hospital setting.
• Skilled usage of MS Office applications.
• Strong communication and organizational skills.
• Good planning, time management and decision-making skills.
• Good analytical and problem-solving skills.
• Excellent interpersonal skills and strong customer focused.

Abilities

• Ability to type at least 40 WPM preferred.
• Ability to adapt to department change and be flexible in working hours.
• Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors.
• Demonstrated ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy.
• Demonstrates ability to exhibit a high level of
• Ability to explicitly comply with Human Resources Policy and Procedure : Behavioral Standards and Expectations.

AVMC Values : All AVMC employees will effectively demonstrate these values :

• Patients Come First We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience :

Education

HS Diploma or GED

Experience

• 1-2 years of prior administrative or secretarial experience.
• Previous hospital staffing experience preferred.

Required Licensure and / or Certifications :

None

AVMC Conduct / Compliance Expectations :

• Ability to adhere with AVMC Absenteeism and Tardiness Policy.
• Ability to adhere with AVMC Leaves of Absence Policy.
• Ability to adhere with AVMC Paid Time Off (PTO) Policy.
• Ability to adhere with AVMC Recording of Hours Worked Policy.
• Ability to adhere to the department dress code.
• Ability to organize work and establish priorities.
• Ability to expand on own initiative in performance of duties.
• Skill and ability to follow the telephone etiquette / standards.
• Conforms to AVMC Standards of Excellence.
• Ability to function effectively under pressure and meet time parameters.
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff.
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVMC.
• Ability to maintain the confidentiality of patient, hospital and department information.
• Ability to adhere to safety rules and regulations.
• Safely and effectively uses all equipment necessary to carry out duties.
• Ability to interpret and function under hospital and department policies and procedures. Conforms with required and appropriate Joint Commission and CDPH requirements.
• Conforms with and supports hospital quality assurance and improvement guidelines.
• Ability to participate effectively in department and hospital staff education.
• Display a willingness to work as a team player.
• Ability to give and support the highest level of patient / customer satisfaction at all times.
• Supports and adheres to the values and mission statement established by the AVMC Board of Directors.
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct.

Physical Requirements and Working Conditions :

• Work is performed in a fast paced office environment.
• Work requires frequent visits to conference / office locations within the hospital and at outlying departments & facilities.
• Must be able to used standard office equipment, sit, and walk to meetings.
• Able to lift / carry up to 10

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE : THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB.

THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Education and Experience :

Education

HS Diploma or GED

Experience

• 1-2 years of prior administrative or secretarial experience.
• Previous hospital staffing experience preferred.

Required Licensure and / or Certifications :

• None
4 days ago