Job Abstract

Reporting to the Manager of Acute Care (AC), provide high level administrative support for the Acute Care Department. A main responsibility will be to assist in oversite of the day – to – day office operations of the department of Acute Care while providing administrative support to all staff of Acute Care. This position will work cooperatively with other member(s) of the administrative staff while assisting in the completion of tasks and projects, and the improvement of work processes. This position will provide administrative assistance by managing calendars and schedules; identifying and solving problems; providing customer service support to patients as needed; coordinating meetings; ordering administrative materials; and effectively dealing with other tasks and / or issues as they arise. Additional responsibilities include:

Gathers, organizes, and ensures completeness and accuracy of records, administrative files; schedules of regular day staffing, evening staffing, Moonlighting staffing, and weekend staffing; record keeping of Staff PTO, sick time, CME, and recess time; data entry of all employee compliance data in Workday; acts as daily problem solver for telephones, epic, staffing, equipment, supplies, and unexpected variables that may impact the daily operations.

Communicates with Manager of AC on days and the Manager of AC on evenings to ensure closed loop communication and updates as required; provides continuity of staffing across all shifts/roles, including holidays, recess and weekends, and initiates solutions and problem solving for all planned and unplanned staffing issues; oversight of breaks, lunches, meetings, and coverage daily for all roles; coordinates and adjusts clinical huddle times/rounds; and ensure continuity for Code Blue/Response Team coverage to ensure AC continues operations despite change in staff.

Anticipates and supports all efforts to staff AC all shifts for holidays, weekends, recess and seasonal demand; creates and continually updates per diem roster of all roles and collaborates with manager and HR to ensure adequate per diem pool for all roles; coordinates with HR/Onboarding to support new hires, orientation, and compliance with required training.

Serves as key stakeholder to communicate daily, and as needed to Managers and other appropriate administrative leaders to ensure patients and staff needs are shared; orders and receives administrative supplies and designated medical/DME supplies to meet PAR levels; participates in org wide SAA meetings; ensures maintenance of logbooks, regulatory requirements, “must read” boards and all compliance for department.

Serves as source of information to staff, employees, and patients on policies, procedures, and office activities; schedules meetings as requested by the Chief / Manager of the department; maintains clinician schedules; maintains and orders office supplies; provides assistance to the clinical reception team as needed, scheduling patient appointments.

Attends the RN Triage Committee, Weekly Acute Care Management meeting, or other meetings as needed; taking and publishing meeting minutes; assists with Monthly Acute Care Department Meeting; composes communication to the department staff as directed by the department management; accurate record keeping and tracking of Key Performance Indicators for the department; communicate independently as a representative for the Acute Care department; multitask other administrative duties as needed. Superb interpersonal skills; ability to communicate with students, university employees, staff, and dependents in a professional manner. Proficient computer skills, including well developed knowledge of Microsoft Office, Outlook Calendar, Zoom, Yale Box and shared drive uploads. 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities. Six years of related and demonstrated work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related and demonstrated work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of demonstrated experience and education.