Administrative Assistant - Chief Nursing Officer

Fortuna Chamber; California; On-site; USD 55,000 - 70,000; Full time

Job summary

Fortuna Chamber in California seeks an administrative assistant to support the Chief Nursing Officer and Nursing Department. You will coordinate calendars, prepare minutes, manage confidential files, and assist with regulatory and accreditation readiness in a fast-paced healthcare setting.

This role requires strong organization, professional communication, discretion, knowledge of medical terminology, and proficiency with office software and hospital information systems.

Qualifications

• High school diploma or equivalent.
• Knowledge of medical terminology.
• Current EMT or CNA certification (can acquire within 1 year of hire).
• BLS certification.

Responsibilities

• Provide professional, courteous service to patients, families, colleagues, medical staff, leaders, and visitors.
• Provide day-to-day administrative support to the CNO, including calendar coordination and document preparation.
• Coordinate meetings, prepare agendas, take minutes, and track action items and deadlines.
• Maintain organized, secure electronic and paper files and protect confidential information.
• Prepare, proofread, scan, copy, file and distribute reports, forms, and presentations.
• Support regulatory, accreditation, and survey readiness by organizing records and materials.
• Provide clerical and operational support to Emergency Department and other nursing areas as needed; patient-care duties only when trained and authorized.
• Communicate effectively with nursing managers, staff, providers, patients, and other departments; route requests appropriately.
• Participate in team meetings, committees, and organizational initiatives; demonstrate dependability.

Skills

Professional communication

Organizational skills

Discretion & confidentiality

Medical terminology

Office software

Hospital IT systems

Education

High school diploma

EMT or CNA certification

BLS certification

Tools

Microsoft Office Suite

Hospital information systems

EMR/EHR systems

Job description

Description

Summary/Objective

Provides administrative and operational support to the Chief Nursing Officer (CNO) and Nursing Department. Responsibilities include coordinating meetings and schedules, preparing minutes and documents, maintaining confidential files and task trackers, supporting regulatory and survey readiness, and providing clerical support to nursing and the Emergency Department as directed. This position requires strong organization, discretion, professionalism, knowledge of office systems and medical terminology, and the ability to work effectively in a fast-paced healthcare environment.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Provides professional, courteous, and responsive service to patients, families, co-workers, medical staff, leaders, and visitors.
• 2. Provides day-to-day administrative support to the CNO, including calendar coordination, correspondence, document preparation, priority tracking, and follow-up.
• 3. Coordinates meetings, prepares agendas and supporting materials, takes accurate minutes, and tracks action items and deadlines.
• 4. Maintains organized and secure electronic and paper files and protects confidential patient, employee, and organizational information.
• 5. Prepares, proofreads, scans, copies, files, and distributes reports, forms, presentations, and other department documents.
• 6. Supports regulatory, accreditation, and survey readiness by organizing requested records, maintaining reference materials, and assisting with survey-related administrative needs.
• 7. Provides clerical and operational support to the Emergency Department and other nursing areas when needed; patient-care duties may be performed only when appropriately trained, certified, authorized, and within scope.
• 8. Communicates effectively with nursing managers, staff, providers, patients, and other departments and routes requests or concerns appropriately.
• 9. Participates in team meetings, committees, education, special projects, and organizational initiatives as assigned.
• 10. Demonstrates dependable attendance, punctuality, teamwork, adaptability, good judgment, and timely follow-through on assigned responsibilities.

Competencies

• 1. Exceptional customer service, professional communication, and phone etiquette.
• 2. Strong organization, prioritization, attention to detail, time management, and follow-through.
• 3. Discretion, sound judgment, confidentiality, and global and cultural awareness.
• 4. Knowledge of medical terminology and familiarity with healthcare operations.
• 5. Knowledge of office systems and proficiency with email, calendars, word processing, spreadsheets, presentations, and electronic file management.
• 6. Ability to learn hospital information systems and remain organized and accurate in a busy, interruption-driven environment.

Requirements

Required Education and Experience

High school diploma or equivalent.

Knowledge of medical terminology.

Current EMT or CNA certification (can acquire within 1 year of hire, if required for assigned duties)

BLS certified.

Preferred Education and Experience

Current EMT or CNA certification.

Previous administrative or healthcare support experience.