ADMINISTRATIVE ASSISTANT - Nursing Administration

Grmc; Silver City (NM); On-site; USD 34,000 - 52,000; Full time

Job summary

GRMC seeks an Administrative Assistant to support the Chief Nursing Officer and Nursing Administration Department. The role manages executive schedules, coordinates department initiatives, and ensures effective communication across hospital departments.

Exceptional organization, confidentiality, and multi-tasking are essential in this healthcare setting. Responsibilities include confidential records handling, drafting communications, calendar management, meeting coordination, and liaison duties

Qualifications

• Minimum 2 years clerical, secretarial or professional experience.
• Detail-oriented with excellent organizational skills.
• Strong interpersonal skills.
• Proficient in typing and Microsoft Office.
• Knowledge of medical terminology.

Responsibilities

• Maintain confidentiality of department records, reports, and policies.
• Draft correspondence and prepare reports for the CNO and leadership.
• Coordinate scheduling, calendar management, travel, and events for the CNO.
• Maintain and organize nursing department records and documents.
• Plan meetings: agendas, minutes, and follow-ups; coordinate with departments and external partners.
• Support special projects and coordination of project activities within Nursing Administration.
• Serve as liaison between Nursing Administration, hospital departments, vendors, and stakeholders.
• Manage office stock and supplies at par level; place orders as needed.
• Additional duties as assigned.

Skills

Typing

Communication

Organization

Interpersonal skills

Attention to detail

Education

High School Diploma or GED

Some college

Tools

Microsoft Office

Medical terminology

Job description

Description

This Administrative Assistant assumes a pivotal role in providing essential administrative support to the Chief Nursing Officer and assisting with the operations of the Nursing Administration Department office. This position manages executive schedules, coordinates departmental and organizational initiatives, and facilitates communication among hospital departments. The role requires exceptional organizational skills, sound judgment, confidentiality, and the ability to effectively manage multiple priorities in a dynamic healthcare environment.

ESSENTIAL FUNCTIONS

• Confidentiality: Maintain, organize, and archive departmental records, reports, policies, committee documentation, contracts, and official correspondence.
• Communication: Handling communication on behalf of the CNO, including screening calls, responding to emails, and drafting correspondence. Prepare reports, meeting materials, and executive communications.
• Scheduling and Calendar Management: Coordinate and manage calendars, appointments, meetings, travel arrangements, and special events for the Chief Nursing Officer.
• Documentation and Record Keeping: Maintaining and organizing records, reports, and documents related to the nursing departments.
• Meeting Coordination: Assisting in the planning and coordination of meetings, including preparing agendas, taking minutes, and following up on action items. This could involve meetings with other hospital departments, nursing staff, or external stakeholders.
• Project Assistance: Providing support for special projects or initiatives within the nursing departments. This could involve research, data collection, organization, and coordination of project activities.
• Liaison Role: Serve as a liaison between Nursing Administration, hospital departments, providers, vendors, community partners, and external organizations. Coordinate dissemination of important information to leadership, staff, committees, and stakeholders.
• Supplies and Stocking: Focuses on managing the par level of office stock and supplies, including placing orders as needed to ensure the availability of necessary resources.
• Additional duties as assigned.

Requirements

EDUCATION & TRAINING REQUIREMENTS

• High School Diploma or GED required
• Some college preferred

WORK EXPERIENCE REQUIREMENTS

• Minimum 2 years clerical, secretarial or professional experience
• Detail-oriented with excellent organizational skills
• Strong interpersonal skills
• Proficient in typing and Microsoft Office computer skills
• Knowledge of medical terminology

Note: Job description available upon request.

All required documents must be presented at time of hire.

EXTERNAL APPLICANT: Employment is contingent upon successful completion of pre-employment drug and alcohol testing.

GRMC is an Equal Opportunity Employer