Administrative Assistant Senior - Nursing Administration

Summary

Provides administrative support to the Manager of Nursing Recruitment and Integration. Responsibilities include reaching out to candidates, scheduling of interviews and peer interviews, tracking position controls, completing position requisitions, creating regular recruitment, retention reports, and coordinating administrative meetings; recording and tracking of meeting assignments for recruitment purposes. Provides all general office management functions including filing, copying, faxing, reception, drafting correspondence, maintenance of supplies.

Works closely and in collaboration with HR Talent Acquisition Team in scheduling interviews, job offer communication as needed and coordinator of all onboarding and transfers within the nursing division.

• Provides administrative/secretarial support to Leader of Nursing Recruitment and Integration.
• Acts as communication and information liaison for Patient Care Service Line Directors and Managers for recruiting purposes.
• Creates and revises position controls and hospital Human Resources submits computer access documentation to IT department as needed.
• Coordinates, schedules and attends meetings and lectures. Compiles meeting materials, and reports as directed.
• Creates nursing status reports for presentation purposes.
• Prepares and types written reports, minutes, correspondence and technical reports of a highly confidential nature, maintains accurate records of decisions, and distributes in a timely fashion as appropriate.
• Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedure.
• Coordinates and assists with special projects, at the request of the Manager of Nursing Recruitment and Integration, independently after being given initial directions.
• Prepares month end reports for Directors.
• Schedules on-unit new employee orientation per Supervisor. Tracks and collects Unit Orientation Checklists for all new hires and submits to HR as completed.
• Assists HR Talent Acquisition Team with primary sourcing of license and certifications as needed.
• Assists with performance improvement initiatives within the department, and participates in associated projects.
• Works closely and in collaboration with HR Talent Acquisition Team.

• High school diploma or equivalent. At least one year post-high school secretarial/computer training or two years secretarial experience in a hospital or clinic setting required.

• 5 years office or administrative support experience required.
• Knowledge of medical terminology preferred
• Must be proficient in all Microsoft Office Suite applications (e-mail, Scheduler, Excel, PowerPoint, and Word) at intermediate to advanced level
• Well versed in Human Resources and hospital policies and procedures
• Ability to work independently with minimal instruction; highly effective organizational, decision making and problem solving skills; effective communication and excellent customer relations skills, competence in secretarial, phone etiquette, spelling and grammar
• Ability to read, write, and communicate verbally in English required
• Bilingual in Spanish preferred

• None required.

MULTIPLE SHIFTS AVAILABLE

Full Time