Chief Nursing Officer Administrative Assistant

Universal Hospital Services Inc.; Willoughby (OH); On-site; USD 42,000 - 66,000; Full time

Job summary

Windsor Laurelwood Center for Behavioral Medicine in Willoughby, OH is seeking an organized Administrative Assistant to support the Chief Nursing Officer and Nursing Leadership Team. The role serves as a central resource for administrative coordination, scheduling, payroll support, meeting management, and documentation.

The ideal candidate will thrive in a fast-paced healthcare environment, maintain strict confidentiality, and collaborate with nursing leadership, laboratory services, education

Qualifications

• Minimum of three (3) years of administrative assistant experience.
• Healthcare or hospital experience strongly preferred.
• Knowledge of medical terminology.
• Proficiency in Microsoft Office Suite.
• Ability to maintain confidentiality.

Responsibilities

• Provide administrative support to the Chief Nursing Officer and Nursing Leadership Team.
• Manage the CNO's calendar, meetings, and daily schedule.
• Assist nursing leadership with payroll preparation and processing.
• Coordinate scheduling of meetings and prepare minutes.
• Ensure confidential handling of employee and patient information.

Skills

Medical terminology

Staff scheduling

Payroll support

Organization

Communication

Confidentiality

Customer service

Time management

Education

High school diploma or equivalent

Administrative certification (preferred)

Tools

Microsoft Office Suite

Payroll software

Job description

Responsibilities

Windsor Laurelwood Center for Behavioral Medicine

is seeking a

Administrative Assistant to the Chief Nursing Officer

Position Summary

Windsor Laurelwood Center for Behavioral Medicine is seeking a highly organized, professional, and collaborative Administrative Assistant to support the Chief Nursing Officer (CNO) and Nursing Leadership Team. This key role serves as a central resource for administrative coordination, scheduling, payroll support, meeting management, documentation, and departmental communication.

The ideal candidate will thrive in a fast-paced healthcare environment, demonstrate exceptional attention to detail, maintain strict confidentiality, and contribute to the efficient operation of nursing services. This position partners closely with nursing leadership, laboratory services, education staff, and other departments to support quality patient care and organizational excellence.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Chief Nursing Officer and Nursing Leadership Team.
• Maintain an organized, efficient, and professional office environment.
• Prepare, edit, and distribute correspondence, reports, presentations, and other documents.
• Manage routine filing and recordkeeping for the Nursing Department.
• Answer and direct telephone calls in a professional and courteous manner.
• Coordinate the CNO's calendar, appointments, and daily schedule.
• Schedule meetings and assist with meeting preparation and logistics.
• Coordinate use of conference rooms and meeting spaces, responding promptly to scheduling requests.
• Attend meetings as assigned and prepare accurate meeting minutes and documentation.

Scheduling and Payroll Support

• Collaborate with Nurse Managers and Nursing Supervisors to ensure staffing schedules are completed accurately and in advance of operational needs.
• Assist nursing leadership with payroll preparation, review, and processing.
• Prepare and distribute nursing leadership on-call schedules and rosters.
• Maintain current and accurate nursing department employee listings.

Compliance and Departmental Coordination

• Assist with monitoring staff licensure and certification requirements.
• Support accreditation, regulatory, and survey readiness activities.
• Maintain departmental policies and procedures and assist with updates and revisions.
• Coordinate administrative support activities for nursing, laboratory, and education departments.
• Ensure all employee and patient information is handled in accordance with confidentiality and privacy standards.

Organizational Support

• Participate in special projects and initiatives as assigned by the CNO.
• Support facility-wide quality and performance improvement activities.
• Adhere to all facility, departmental, corporate, and personnel policies and procedures.
• Attend required trainings, in-services, and staff development programs.
• Maintain professional standards related to conduct, attendance, punctuality, and appearance.

About Universal Health Services

One of the nation’s largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. (UHS) has built an impressive record of achievement and performance. Growing steadily since its inception into an esteemed Fortune 500 corporation, annual revenues were over $11 billion in 2020. In 2021, UHS was again recognized as one of the World’s Most Admired Companies by Fortune; and listed in Forbes ranking of U.S.’ Largest Public Companies. Headquartered in King of Prussia, PA, UHS has over 89,000 employees and continues to grow through its subsidiaries. Operating acute care hospitals, behavioral health facilities, outpatient facilities and ambulatory care access points, an insurance offering, a physician network and various related services located all over the U.S. states, Washington, D.C., Puerto Rico and the United Kingdom. www.uhsinc.com

Qualifications

Education

• High school diploma or equivalent required.
• Additional education or administrative certification is preferred.

Experience

• Minimum of three (3) years of administrative assistant experience required.
• Previous healthcare or hospital experience strongly preferred.

Knowledge, Skills, and Abilities

• Knowledge of medical terminology.
• Proficiency in Microsoft Office Suite and business software applications.
• Experience with staff scheduling and payroll support.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities while meeting deadlines.
• Professional phone etiquette and interpersonal skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Collaborative team player with strong customer service skills.

Successful candidates will demonstrate:

• Strong attention to detail and organizational excellence.
• Ability to prioritize tasks and manage competing deadlines.
• Professionalism, discretion, and integrity.
• Resourcefulness and problem-solving capabilities.
• Effective communication and relationship-building skills.
• Adaptability in a dynamic healthcare environment.
• Commitment to teamwork and excellent customer service.

EEO Statement

All UHS subsidiaries are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. UHS subsidiaries are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws.We believe that diversity and inclusion among our teammates is critical to our success.