Job Description

Location: Morton Hospital
Posted Date: 3/12/2020

Provide confidential administrative assistance and support to the Executive Administration of Steward Morton Hospital. Responsible for the coordination of nursing staffing among various nursing units. Communicates with Nursing Leadership to project upcoming staffing needs, reviews daily and upcoming schedules for adequate coverage.

KEY RESPONSIBILITIES:

  • Provide confidential administrative support to the Executive Administration for Steward Morton Hospital.
  • Organize monthly Department Head meetings, quarterly Supervisor meetings and quarterly informational staff meetings for Steward Morton Hospital, keep accurate records and minutes to be used in conjunction with auditors, regulatory agencies and Joint Commission. Formalize and distribute annual schedule of meetings.
  • Maintain designated Executive Administration appointment calendar, schedule and organize all required meetings. Make travel arrangements as needed.
  • Prepare correspondence, reports, memoranda, special projects, technical papers and related material as required.
  • Answer and screen all telephone calls, receive and greet visitors to the Administration office. Provide information and assistance in a courteous and helpful manner in accordance with hospital policy.
  • Sort and prioritize all incoming mail for the President and other members of Senior Management.
  • Assure the Administrative Office operates in a smooth, efficient and professional manner.
  • Manages the day to day operations of the staffing office.
  • Maintain and update nursing division schedules, calendars, and records in ANSOS One Staff software.
  • Update Kronos to reflect sick time, benefit time used, etc.
  • Forecast weekly staffing needs and collaborates with the Directors/Nurse Managers to ensure optimum, effective staffing levels on the Nursing Units.
  • Cordinates coverage activities, identifying and communication coverage options with appropriate Director/Nurse Manager
  • Identifies unfilled slots, receives, communicates and records information on absences. Takes call ins while on duty and finds replacement
  • Maintains record of absences and provides report to nursing leadership
  • Maintains global, forward looking perspective of current, short term andlong term staffing needs
  • Communicates staffing issues and status, either verbally or in writing, with the off-shift and weekend supervisors.
  • Serves as a resource and provides Ansos training
  • Assists Managers to input schedules and payroll information
  • Run, print and distribute planning sheets for daily, weekly, monthly, holiday and vacation schedules
  • Maintain accurate list of employees in the nursing division including but not limited to MLOA's and RTW status

REQUIRED KNOWLEDGE & SKILLS:

  • Exceptional proficiency in office procedure, secretarial skills, and verbal and written skills.
  • Ability to interact effectively in a fast-paced atmosphere.
  • Ability to work independently, problem solve and be flexible in work habits.
  • Ability to maintain confidentiality with regard to all personnel, organizational projects and information transmitted by the Executive Administration.
  • Strong interpersonal relations skills

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

  1. Education: Associtate Degree in Business or related field required
  • II. Experience: Five years experience in a similar/related position required
  1. Certification/Licensure: n/a
  • IV. Software/Hardware: Strong knowledge of Microsoft Office, Word, Excel, PowerPoint and Outlook, required

Application Instructions

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