Administrative Support Assistant

Job Summary:

The Administrative Support Assistant is an administrative position reporting directly to the Chief Nursing Officer (CNO). This role serves as the primary point of contact for the nursing department, managing the front office, and providing administrative support to the entire nursing management team as well as the executive team, including the Contract and Legal Specialist and Chief Compliance and Privacy Officer. Responsibilities include coordinating communications within the departments and with external agencies, managing appointment calendars, coordinating meetings, and providing support for projects and initiatives. The incumbent oversees daily executive office operations, establishes effective work processes, and manages administrative and patient care policies and procedures.

 

Key Responsibilities:

• Manage front office operations and serve as the primary point of contact for the nursing department.
• Coordinate communications within the department and with external agencies.
• Receive and triage customer concerns and complaints, directing them to the appropriate party and following up as needed.
• Manage individual appointment calendars and coordinate meetings and events.
• Provide administrative support for projects and initiatives, including tracking and generating data sets and reports.
• Establish effective work processes and provide support to departmental operations.
• Utilize knowledge of business office practices, procedures, and modern office equipment.
• Proficiently use word processing and various software programs.
• Apply inventory methods to manage office supplies and resources.
• Communicate effectively with a wide variety of individuals, both internally and externally.
• Transcribe data from recorded or direct dictation and abstract data from conversations and documents.
• Maintain records and files, run complex software applications, and develop spreadsheets and database programs.
• Compose and edit complex policies, reports, and correspondence for specific or wide audiences.
• Independently manage customer service, office management, and project workflow.
• Respond to highly complex problems or issues in standard and emergency situations.
• Handle highly confidential information discreetly.
• Administrative support for committees including the preparation of agendas and minutes.
• Serves as back up to the Administrative Assistant to the CEO
• Other job related duties as assigned by the management.

Qualifications:

Education:

• Graduation from high school; one year of college or occupational training in secretarial sciences, business education, or related field may be substituted for up to one year of the required experience.

Experience:

• Minimum of 4 years progressively responsible office management/secretarial experience.

Professional Skills and Abilities:

• Strong organizational and multitasking skills.
• Proficiency in using modern office equipment and software programs.
• Excellent communication and interpersonal skills.
• Ability to plan, organize, and schedule meetings and events.
• Capacity to transcribe, abstract, and maintain records accurately.
• Skill in developing spreadsheets, databases, and reports.
• Ability to compose and edit complex policies, reports, and correspondence.
• Capability to independently manage workflow and respond to complex problems effectively.
• Discretion and confidentiality in handling highly sensitive information.

Physical Requirements:

• This position primarily involves sedentary work but may require occasional standing, walking, and lifting of light objects.