Administrative Coordinator - Nursing Administration - FTD

Arkansas Heart Hospital; United States; On-site; USD 42,000 - 65,000; Full time

Job summary

Arkansas Heart Hospital is seeking an Administrative Coordinator to provide comprehensive support to Nursing Administration and its largest inpatient department. You will manage schedules, prepare reports, and maintain confidential records to ensure smooth daily operations.

Responsibilities include staffing coordination, timekeeping and payroll assistance, data management, and generating operational analytics in Excel.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to handle confidential employee information discreetly.
• Proficient with Microsoft Office, especially Excel.

Responsibilities

• Provide administrative support to Nursing Administration and leadership.
• Prepare correspondence, reports, spreadsheets, presentations, schedules, meeting materials, and other departmental documents.
• Maintain departmental records, files, rosters, calendars, and confidential information.
• Coordinate meetings, calendars, communications, and other administrative activities.
• Assist with staffing and scheduling for a large inpatient nursing department.
• Support timekeeping and payroll corrections and related inquiries.

Skills

Organizational skills

Discretion with confidential info

Microsoft Office proficiency

Education

High School Diploma or equivalent

Some college

Tools

Microsoft Excel

Job description

DescriptionPosition SummaryThe Administrative Coordinator provides comprehensive administrative support to Nursing Administration and the hospital's largest inpatient clinical department. This position performs a variety of administrative, scheduling, staffing, payroll support, data management, and reporting functions that are essential to the daily operation of the department.The position works closely with nursing leadership and a large population of nursing staff to coordinate schedules, maintain accurate staffing information, assist with timekeeping and payroll corrections, and provide timely operational reports. The position requires strong organizational skills, attention to detail, discretion in handling confidential employee information, and proficiency with Microsoft Office, particularly Microsoft Excel.The Administrative Coordinator serves as an important administrative resource for Nursing Administration and assists in maintaining accurate information and efficient processes that support daily inpatient operations.Work ScheduleFlexible covering all shifts as hospital needs demands.Primary DutiesAdministrative SupportProvide administrative support to Nursing Administration and nursing leadership.Prepare correspondence, reports, spreadsheets, presentations, schedules, meeting materials, and other departmental documents.Maintain departmental records, files, rosters, calendars, and confidential information.Coordinate meetings, calendars, communications, and other administrative activities.Respond to routine inquiries from nursing staff and assist in directing questions to the appropriate department or leader.Assist with departmental projects, audits, surveys, process improvement activities, and other assignments.Maintain organized and accurate records while managing multiple priorities and deadlines.Staffing and Scheduling SupportAssist with coordinating employee schedules for a large inpatient nursing department.Maintain staffing schedules, rosters, unit assignments, and related workforce information.Assist with schedule changes, shift adjustments, call-ins, coverage needs, overtime, and other staffing changes.Monitor staffing information and bring discrepancies, coverage concerns, or scheduling issues to the attention of nursing leadership.Assist with maintaining appropriate staffing records based on approved schedules and departmental requirements.Communicate scheduling information and changes accurately and timely to nursing staff and leadership.Assist with tracking staffing-related information, employee assignments, orientation schedules, attendance calendars, transfers, and other workforce activities.Support nursing leadership with staffing reports and information needed for daily operational decisions.Payroll and Timekeeping SupportAssist employees and nursing leadership with timekeeping and payroll-related questions.Review timekeeping records for missing punches, incorrect codes, scheduling discrepancies, overtime, and other exceptions.Assist with authorized payroll edits and corrections in accordance with established policies and procedures.Research payroll and timekeeping discrepancies and communicate with Payroll, Human Resources, nursing leadership, and employees as appropriate.Maintain accurate documentation related to payroll corrections and adjustments.Monitor payroll deadlines and assist in ensuring required information is submitted accurately and timely.Excel and Data ManagementCreate, maintain, and update Excel spreadsheets used to support staffing, scheduling, payroll, and departmental operations.Develop reports and tracking tools to organize and analyze staffing and workforce information.Utilize Excel functions such as formulas, pivot tables, lookups, sorting, filtering, conditional formatting, and data validation.Compile information from multiple sources and identify discrepancies or missing information.Maintain accurate staffing and employee data and assist with data reconciliation.Prepare routine and ad hoc reports for Nursing Administration.Assist with improving spreadsheets, tracking tools, and administrative processes to increase accuracy and efficiency.Qualifications/SpecificationsEducation: High School Diploma or equivalent required. Some college preferred.Licensure/Certification: None required.Experience: Minimum of two years administrative, clerical, healthcare staffing, scheduling or related experience required. Demonstrated proficiency with Microsoft Office, particularly Microsoft Excel.Qualifications