Under the general supervision of the COO/CNO and in a timely and professional manner within a fast-paced environment, the AA II role involves a combination of administrative, organization, and communication tasks to ensure the smooth operation of the nursing and ancillary service departments as well as the effective management of the COO/CNO’s office. This individual must exercise discretion and maintain confidentiality of information while having a strong desire to make a significant positive impact on our organization.
ESSENTIAL FUNCTIONS
Manages the COO/CNO’s calendar, schedules appointments and coordinates meetings. Prepares, distributes, and/or files reports and other documentation as needed. Handles phone calls, voicemails, and other necessary correspondence.
Arranges and coordinates meetings, conferences and department huddles. Ensures meeting rooms are set up and necessary equipment is available. Prepares meeting agendas, takes minutes, distributes any necessary meeting materials and follows-up on action items.
Serves as a liaison between the COO/CNO and other departments, staff, and external stakeholders (if applicable). Drafts and edits documents, presentations, and reports as needed.
Assists with special projects and initiatives within the nursing and ancillary departments. Conducts research, gathers data, and tracks project timelines when needed.
Maintains and updates nursing department databases and records. Generates reports and analyzes data as requested by the COO/CNO.
Ensures that department policies and procedures are followed. Assists in maintaining compliance with healthcare regulations and standards.
Assists with the approval and tracking maintenance of all travel staff and addition/removal of permanent positions.
Maintains office supplies and orders necessary materials.
Performs other duties as assigned or requested by the COO/CNO to support the overall needs of the Network and in accordance with Curry Health Network’s Mission, Vision and Shared Values.
SHARED VALUES
Accountability – we will take personal ownership of our actions. We follow safety policies and employ safe practices. We identify and report safety hazards promptly, work together to isolate risks and apply remedies as needed.
Compassion – we will be empathetic, respectful, courteous, and kind in our relationships with our patients and each other.
Excellence – we will distinguish ourselves by continuing to improve quality in all that we do. We display attitudes and mannerisms which demonstrate to our community that we are sensitive to their physical, emotional, and spiritual wellbeing. We strive to become the best we can be in our roles.
Integrity – we will be honest and act in the best interest of our patients and community.
Stewardship – we will use our resources for the highest and best purposes of the community.
Teamwork – we will be united in our efforts to achieve our goal of quality patient care, seeking opportunities to assist each other, and appreciating equally the contributions of all.
MINIMUM JOB REQUIREMENTS
Education & Experience
- A high school diploma or equivalent is required; an associate or bachelors degree is preferred.
- Prior administrative experience in a medical setting is preferred.
- Minimum of 3 years administrative experience is required.
Required Knowledge, Skills & Abilities
- Advanced computer skills are required including prior experience using MS Word, Excel, PowerPoint, Outlook, and Publisher; prior use of Adobe software; prior experience using web-based applications; and an ability to learn new software applications.
- Knowledge of research methods and procedures sufficient to compile data and prepare reports.
- Extremely strong interpersonal, verbal and written communication skills are required.
- Must possess a demonstrated attention to detail with high accuracy in work product.
- Ability to think, react, problem-solve and be resourceful in a fast-paced environment.
- Skills to work in a team environment and independently.
- Ability to maintain patience and composure when faced with challenging situations.
- Ability to maintain confidentiality.
- Ability to consistently provide outstanding customer service, in person and via telephone (internally with staff and providers, externally with visitors, vendors, patients).
PHYSICAL REQUIREMENTS
Physical Demands
On-the-job time is spent in the following physical activities:
None of the time: Taste or Smell
Up to 1/3 of the time: Stand, Walk, Push, Pull, Stoop, kneel, crouch or crawl
From 1/3 to 1/2 of the time: No requirement
Up 2/3 of the time and more: Sit, talk or hear, Use hands
This job requires that weight be lifted, or force be exerted as follows:
None of the time: Up to or more than 100 pounds
Up to 1/3 of the time: Up to 50 pounds
From 1/3 to 1/2 of the time: No requirement
Up to 2/3 of the time and more: up to 10 pounds
This job has special vision requirements as follows:
Close, distance, color, peripheral, depth perception and the ability to adjust focus.
Work Environment
This job requires exposure to the following environmental conditions:
None of the time: We, humid conditions, Work near moving mechanical parts, Fumes or airborne particles, Toxic or caustic chemicals, Outdoor weather conditions, Extreme cold, Extreme heat, Risk of Electrical shock, work with explosives, risk of radiation, vibration
Up to 1/3 of the time: No requirement
From 1/3 to 1/2 of the time: No requirement
The typical noise level for the work environment is: quiet to moderate noise.
Hearing requirements: ability to hear instructions.
This job requires the following repetitive motion actions:
0 hours: Repetitive use of foot control
From 1 – 2 hours per day: Grasping firm/heavy
From 3-4 hours per day: Grasping simple/light
From 5-6 hours per day: Repetitive use of hands, Fine dexterity
From 7+ hours per day: No Requirement
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)