Department/Unit:

Pre-Admission Services

Work Shift:

Day (United States of America)

Salary Range:

$46,947.00 - $65,726.00

The Administrative Assistant supports the day-to-day operations of a nursing department within the Albany Med Health System, and provides essential assistance to Supervisors, Managers, and senior Leadership. Basic office duties include answering phone calls, sorting and filing documents, scheduling appointments, and maintaining office records. The Nursing Administrative Assistant also assists in the maintenance of staff files, assisting in staff scheduling, assisting in the general onboarding of department staff, operating and maintaining office equipment, and data entry or collection where needed. The Nursing Administrative Assistant additionally provides word processing and other document and report preparation in support of management and technical staff.

Essential Duties and Responsibilities

• Update and distribute department documentation, including but not limited to documents such as policies and procedures
• Schedule, attend and complete minutes for regular departmental meetings
• Maintain department staff files including but not limited to: required certifications and licensures, registrations, new hire documents, performance reviews, vacation and on call schedules where applicable
• Input data directly into databases and review data for accuracy
• Prepare basic to moderately complex correspondence or reports for the department's leadership
• Identifies and organizes logistics of special events; coordinates department (work unit) special events; prepares itineraries and organizes related travel arrangements for on-site and off-site conferences or events as needed
• Completes check requests, workday orders, and reimbursements in accordance with AMHS policies
• Assist in coordinating support service requests for the department (i.e. Facilities, IT, EVS, Security requests)
• Prepares and maintains calendar of activities for leadership and maintains calendar of shared meeting rooms
• Compiles, types, revises, combines, edits, prints and stores documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft office and other applications
• Assists with the coordination of department service contracts
• Functions as a liaison for management to follow up on supply problems, shortages, replacement products, etc.
• Communicates to staff when annual health assessments, education modules, license/credentials and other mandatory reporting to AMC are due and follows up to ensure deadlines are met
• Screens various questions and problems of departmental employees and others who deal with the department, referring to the appropriate contacts for resolution
• Assists in the preparation of departmental budgets and monitors service specific accounts as needed
• Assists management in the scheduling of employees in scheduling software and with timecard maintenance in Kronos software
• Manage leadership meetings and calendars

Qualifications

• High School Diploma/G.E.D. - required
• Associate's Degree or higher - preferred
• 1-3 years experience in an administrative, clerical, or operations role - required
• Strong planning and organization skills
• Excellent attention to detail and organizational skills
• Ability to manage confidential information
• Ability to work independently, perform as a self-starter, and meet critical deadlines
• Ability to interact with staff, vendors, other departments and senior management
• Ability to work well independently as well as within a team unit
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio, and percent
• Uses Outlook, Word, Excel and PowerPoint to produce materials and presentations for meetings
• Ability to work in a fast-paced environment and juggle multiple priorities
• Strong data entry skills with excellent accuracy and attention to detail
• Knowledge of office management systems and procedures
• Some knowledge with invoicing

Equivalent combination of relevant education and experience may be substituted as appropriate.

Physical Demands

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Constantly
• Lifting - Rarely
• Carrying - Rarely
• Pushing - Rarely
• Pulling - Rarely
• Climbing - Rarely
• Balancing - Rarely
• Stooping - Rarely
• Kneeling - Rarely
• Crouching - Rarely
• Crawling - Rarely
• Reaching - Rarely
• Handling - Occasionally
• Grasping - Occasionally
• Feeling - Rarely
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Frequently
• Eye/Hand/Foot Coordination - Frequently

Working Conditions

• Extreme cold - Rarely
• Extreme heat - Rarely
• Humidity - Rarely
• Wet - Rarely
• Noise - Occasionally
• Hazards - Rarely
• Temperature Change - Rarely
• Atmospheric Conditions - Rarely
• Vibration - Rarely

Thank you for your interest in Albany Med Health System!​

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.