Administrative Assistant

General Summary Statement
Assists Nursing Managers, Directors and Administrative Supervisors to ensure that staffing requirements of the Nursing Units are met. Performs general clerical work to maintain the daily operation. Provides administrative support for the nursing staffing office, Clinical Managers and Directors which includes duties with e-star, Knowledge Link, coordinating meetings and customer relations. This job calls for excellent interpersonal skills, project coordination experience, excellent organizational skills and the ability to work well with all levels of staff and management. The potential candidate must exercise independent judgement, discretion and critical thinking in performing tasks.
Essential Duties and Responsibilities
1. Oversees day-to-day office operations.
2. Evaluates staffing needs taking into consideration the use of non-overtime personnel whenever feasible. Consults with Nurse Managers/Directors when needed to make adjustments to staffing
3. Assists supervisor with staffing the nursing units.
4. Assists to resolve crisis staffing situations.
5. Calls in staff as needed and in the event of disasters.
6. Accurately maintains the Staffing Roster/Sheets for the nursing office and Cath Lab and records all changes as advised by Nurse Manager.
7. Accurately maintains the office Logs and Communication/Resource Manual.
8. Accurately enters changes in the E-star system.
9. Verifies and tracks agency hours and maintains agency files for required credentials and other documents to meet accreditation standards.
10. Maintains computer skills in E-star, SOS/IS, e-mail, Intelliweb, Knowledge Link.
11. Serves as liaison of the department by providing excellent customer service including professional telephone etiquette.
12. Maintains databases, files, spreadsheets and logs (i.e. call-out log, weekend call-out log, bonus log, WIN report log, and monthly 1:1 log)
13. Registers staff and supervisors for required Knowledge link training modules, conferences and seminars.
14. Responsible for Knowledge Link administration tasks (i.e. creating classes, assigning classes, updating rosters and updating class participation).
15. Prepare presentations, meeting materials, meeting minutes and organize, analyze and distribute reports.
16. Prepare purchase orders for supplies and prepare check requests.
17. Manage Chrome River payments.
18. Prints and scans daily staffing sheets from E-Star.
19. Make schedule changes and schedule exceptions in E-Star.
20. Performs verification of time for managers and directors.
21. Assists with performing Dialysis charges.
22. Assists with maintaining, updating and archiving policies.
23. Performs other duties as assigned to support the unit, department, entity, and health organization.
24. Performs duties in accordance with Penn Medicine and ent

Minimum Requirements:
Education Training and Experience
High school diploma or equivalent required. Some college or post-secondary education preferred. Secretarial experience in managing clerical and administrative in a high-volume healthcare environment preferred. Healthcare experience with familiarity of medical terminology is helpful. Good verbal/written communication skills. Positive customer service and interpersonal skills are essential.
Computer and typing skills required, previous staffing skills preferred.

Additional Information:

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

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