Associate (Administrative Assistant)

AACN (American Association of Critical-Care Nurses); United States; On-site; USD 60,000 - 67,000; Full time

Benefits offered by this job

Paid time off

Health plan

Dental

Vision

Life insurance

Disability insurance

Retirement plan

Flexible work arrangements

Job summary

AACN is seeking an Associate, CSI (Temporary) to provide routine administrative support to the CSI department. You will handle day-to-day tasks, manage schedules, prepare materials, maintain databases and records, and ensure timely completion of assignments following established procedures and instructions.

Under the CSI Manager, you will coordinate meetings, organize cohort activities, assist with travel and expense tasks, support purchasing, and help create reports and documents.

Qualifications

• Minimum 3 years of administrative/clerical experience.
• Experience interacting with internal/external stakeholders.
• Demonstrated ability to manage multiple priorities and meet deadlines.

Responsibilities

• Provides routine administrative support to the CSI department and team.
• Schedules meetings and coordinates logistics for cohort activities.
• Prepares materials, organizes documents, and maintains department records.
• Enters and maintains data in department systems and files.
• Assists with purchasing, travel arrangements, and expense reporting as applicable.
• Supports Zoom logistics, SharePoint folders, and cohort end-of-program reporting.

Skills

Communication

Computer skills

Detail-oriented

Time management

Record keeping

Confidentiality

Google Suite

MS Office

Zoom

Education

Administrative experience

Job description

Position Title: Associate, CSI (Temporary)

Department: CSI

Reports to: CSI Manager

About the Organization:

The American Association of Critical-Care Nurses (AACN) is the largest specialty nursing organization in the world, representing the interests of more than 550,000 nurses who are charged with caring for acutely and critically ill patients. AACN is dedicated to creating a healthcare system driven by the needs of patients and families where acute and critical care nurses make their optimal contribution. Visit us online at http://www.aacn.org.

AACN is an equal opportunity employer and prohibits discrimination against or harassment of any person employed by or seeking employment with AACN on the basis of race, color, religion, creed, sex and gender (including pregnancy, childbirth, breastfeeding or related medical conditions, gender identity, gender expression, and sexual orientation), ancestry, national origin, age (40 or older), disability (mental and physical), military or veteran status, marital status, medical condition, or genetic information and any other basis protected by federal, state or local law or ordinance or regulation.

Position Purpose

The Associate, CSI provides routine administrative support to the department and assists with day-to-day activities that support department operations. The position is responsible for completing assigned administrative tasks accurately and in a timely manner while following established procedures and instructions.

Main Accountabilities

Provides routine administrative support to the department and department team members.

• Completes assigned administrative tasks in accordance with established procedures, instructions, and timelines.
• Prepares, organizes, and distributes routine documents, correspondence, forms, and other materials.
• Enters, updates, and maintains information in department systems, databases, spreadsheets, and other records, as applicable.
• Organizes and maintains department files, records, documents, and other information in accordance with established practices.
• Assists with scheduling meetings, appointments, and other department activities, as applicable.
• Assists with meeting preparation, including preparing materials, organizing documents, reserving meeting space, and other routine administrative needs.
• Assists with routine data entry, tracking, and preparation of reports or spreadsheets.

Processes routine administrative requests and follows established procedures to complete assigned tasks.

• Assists with routine correspondence, communications, and follow-up as directed. This includes both internal and external communication.
• Provides basic support for department purchasing and financial activities, as applicable, including submitting or processing routine documentation, invoices, expense reports, or purchasing requests.
• Assists with such things as travel arrangements, expense reporting, and other routine administrative activities, as applicable.
• Assists with organizing and maintaining supplies, materials, and other department resources.
• Uphold the organization’s talent philosophy and values.
• Performs other duties as assigned.

Provides routine general administrative support to the CSI department.

• Responds to routine administrative questions and requests within established procedures and refers questions outside the scope of assigned responsibilities to the appropriate team member.
• Create and maintain team HWEAT/OLBI survey accounts in NetForum using established procedures.
• Create staff polls as requested using established tools and processes.
• Create and organize new cohort folders in SharePoint according to established department procedures.
• Provide basic backup technical assistance to team members and elevate issues as appropriate.
• Organize and maintain files on the R drive according to established department procedures.
• Prepare cohort schedules and coordinate Zoom meeting logistics for cohorts.
• Initiate and update established cohort end-of-program report templates.
• Enter, organize, and maintain cohort end-of-program data in SmartSheet using established processes.
• Coordinates with faculty and identified vendors to place cohort food orders.

Skills Required

• Basic to strong verbal and written communication skills.
• Basic to strong computer skills and proficiency with commonly used business applications, including word processing, spreadsheets, databases, email, and other software as required by the department.
• Accurate, detail-oriented, and organized.
• Ability to follow established procedures, instructions, and processes.
• Ability to prioritize and complete assigned tasks within established timelines.
• Ability to maintain accurate records and information.
• Ability to communicate effectively and professionally with department team members.
• Ability to learn department-specific processes, systems, and responsibilities.
• Ability to ask questions and seek guidance when needed.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Proficiency in Google Suite, Microsoft Office Suite, and Zoom.

Education and/or Experience

• Minimum 3 years of administrative, clerical, customer service, or related experience; equivalent combination of education and experience may be considered.
• Experience performing administrative, clerical, data entry, or other office support tasks preferred.
• Previous experience interacting with internal and/or external customers or stakeholders.
• Demonstrated experience managing multiple priorities.

Physical Requirements

In addition to the responsibilities outlined in the job description, the following requirements represent the essential functions of this job, which must be met by an individual to perform successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Upon request, the company will engage in an interactive process to identify and implement reasonable accommodations.

This position requires frequent sitting, standing, walking, and reaching, along with repetitive hand motions such as typing and mouse use. Prolonged periods of desk work and use of standard office equipment are typical. Occasional travel may be necessary.

To perform effectively, the individual must have sufficient visual acuity to read printed materials and digital screens, as well as the auditory ability to comprehend spoken communication. Regular communication through standard workplace communication methods is required, along with the ability to remain alert, focused, and responsive throughout the workday.

The role requires the ability to complete routine administrative tasks, follow established procedures and instructions, maintain accurate records, and manage assigned responsibilities within established timelines. Ability to operate standard office equipment and keyboards is required.

Total Compensation

The target pay range for this role is $28.96 - $32.18/hr

** In addition to the salary range listed, we offer a wealth of benefits to make working at AACN even more rewarding. Benefits include generous paid time off, low-cost health plans for medical and mental health services, dental, and vision, company paid life and short-term disability insurance, a variety of other benefits, and retirement savings program with employer matching and additional company contribution. AACN is committed to a culture of inclusive excellence and offers various alternative and flexible work arrangements to support work/life balance for our team members.

Conditions of Employment

Any candidates selected for hire with AACN must be able to satisfactorily complete a background check clearance and provide proof of eligibility to work in the U.S. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take sponsorship of an employment Visa at this time. Under Federal Law, AACN may only employ individuals who are legally able to work in the United States as established by providing documentation specified in the Immigration and Control Act of 1986. Upon employment, individuals will be required to provide documentation to verify their identity and eligibility to work in the U.S. AACN participates in the E-Verify program.