Administrative Assistant / Staffing Coordinator Nursing

This position is vital to the operation of Nursing Services. In coordination with the Director of Nursing, maintains the department files, inter-office memorandums, correspondence, policy and procedure manuals, and maintains confidential information of patients and staff.

Assists with coordination of staffing. Prepares statistical information for service areas under the guidance of the Director of Nursing.

Serves as a liaison between departments outside the scope of Nursing Services. Performs other related duties as assigned or requested.

RESPONSIBILITIES

Administrative and Secretarial Support

• Assists with ordering supplies and makes necessary recommendations for equipment repairs, replacements or additions for departments.
• Maintains and updates nursing manuals as requested.
• Implements and performs computer operations to include : department and professional correspondence, reports, schedules, budgets, inventories, purchase orders, work orders, staffing sheets, documents, graphs, databases, forms, meeting minutes and other patient related business in a timely manner.
• Distributes correspondence and hospital-related mail or forms in a timely manner.
• Implements and performs duplicating / faxing duties in a timely manner.
• Routes and files all patient care, department and hospital documents in the appropriate locations and coordinates orientation schedules of new staff.

Maintains and ensures confidentiality of all department files.

• Collects and tallies nursing hours for NHPPD and forwards to Administration daily.
• Logs in all new applications & verifies licenses and registration renewal for Certified Nursing Assistants.
• Functions as receptionist for Nursing Administration Department.
• Maintains Staffing Effectiveness Chart and Vital Signs Report.
• Provides Nurse Managers with 90-day evaluations and annual evaluations one month in advance. Copies and forwards completed evaluations to HR in a timely manner.

Staffing Coordination

• Functions as staffing coordinator. Takes absence / sick calls and makes staffing changes as directed. Ensures adequate staff by utilizing all nursing personnel and agency if needed.
• Accurately schedules nursing staff for the assigned nursing units and PRN pool employees as directed by Nursing Administration.
• Accurately types staffing sheets, 6-week schedules, and overtime list for employees.
• Types staffing contracts as needed. Coordinates with agency personnel and maintains contract files in accordance with system requirements.

Updates binders as necessary.

• Matches contract time slips with invoices for payment approval and submits to Director of Nursing weekly.
• Maintains attendance records and provides information to Nurse Managers monthly.
• Maintains accurate information for staffing budget variances.
• Monitors monthly contract usage and monthly nursing hours.

QUALIFICATIONS

Education and Training : High School diploma or equivalent. Graduated from or attended a business college or secretarial school.

Experience : No experience required; however, 1-2 years of experience in healthcare and / or office practice is preferred.

ABOUT US

PAM Health is committed to being the most trusted source for post-acute services in every community it serves by utilizing experienced and dedicated staff to provide high quality patient care and customer service.

With over 44 Long Term Acute Care and Rehabilitation hospitals and 16 Outpatient Clinics currently in operation across the country, we are proud to offer services including comprehensive wound care, aquatic therapy, ventilator weaning, amputation treatment, pain management and much more.

Joining our PAMily allows you to work in a collaborative environment with colleagues and leadership with exposure to a variety of patient care levels.

Aside from our competitive pay, generous paid benefit time, and excellent insurance options, you will also have opportunities for professional growth through our Education Advancement Program.

PAM Health does not discriminate and does not permit discrimination, including, without limitation, bullying, abuse or harassment, on the basis of actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status, or based on association with another person on account of that person's actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status.

Last updated : 2024-06-16