Nursing Admin. Scheduler - Staff FT Variable

AHMC HealthCare; Monterey Park (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

AHMC HealthCare in Monterey Park, CA is seeking an administrative coordinator to support the NOPS department. Under supervision, you will plan, organize, and evaluate activities, maintain the office environment, and process scheduling and communications.

The role focuses on attendance, vacation requests, holiday rotations, memos, CQI reporting, and maintaining confidential personnel files. Strong Excel/Word skills and basic English comprehension are required; hospital experience preferred.

Qualifications

• High School Diploma or equivalent.
• Current Basic Life Support (CPR) AHA card.
• Reading and comprehension of English required.
• Minimum one year experience in acute hospital preferred.
• Experience with Excel, Microsoft Word.

Responsibilities

• Assist in planning, organizing, implementing and evaluating activities in the administration department.
• Draft and distribute schedules; maintain scheduling book and email communications.
• Maintain daily and monthly staffing records; manage absenteeism and tardiness data.
• Prepare and file MLOA/LOA forms; update employee records (licenses, counseling).
• Coordinate meetings and take minutes; assist in CQI data collection and quarterly reports.
• Ensure confidentiality of medical records and hospital policies; respond to inquiries promptly.

Skills

Excel

Microsoft Word

Education

High School Diploma or equivalent

Basic Life Support (CPR) certification

Job description

JOB SUMMARY

• Under the supervision of the NOPS Director or designee, assist in planning, organizing, implementing and evaluating the activities occurring in the administration department by performing facilitator duties and maintain the physical environment of the area.


• Draft schedule is distributed to the unit in a timely manner.


• Assists Director with annual vacation requests, seniority lists, holiday rotations, and posts upon completion.


• All final schedules are placed in schedule book and also emailed to nursing ops.


• Master schedules are completed accurately and timely.


• Assists in updating current unit schedule with changes, switches, and additions.


• Checks the daily summary against the clocking of the employees in the e-time.


• Makes corrections as posted in the Employee E-Time Correction sheets


• Reminds the employees of fallouts in the e-time.


• After the daily summary is reconciled, after the director checks the hours, then assists in posting the results in the labor productivity.


• Reports any unusual findings, fall outs in e-time, absenteeism and tardiness to the director.


• Maintains the daily and monthly staffing records of the employees for the unit.


• Maintains the employees’ individual record for absenteeism and tardies.


• Accurately files all MLOA's and LOA forms.


• Updates the employee files as needed i.e. Licenses, counseling etc..


• Maintains adequate stock of required forms and office supplies used in the director's office, which minimizing unnecessary waste and cost.


• Maintains phone numbers for all the employee and update as needed.


• Takes Director's Meeting minutes, transcribes, and posts as appropriate.


• Coordinates meeting arrangements and notifications to employees. (Staff meetings, IOP meetings, etc.)


• Prepares annual evaluation packets for distribution, ensures completion of packet prior to sending to HR.


• Assists director with completing expense reports.


• Takes clear and accurate messages and communicates them to the director.


• Responds promptly and appropriately to all requests, problems and questions.


• Displays cheerful and positive attitude.


• Maintains confidentiality per GMC policy.


• Exhibits appropriate phone protocol


• Contributes to team effort by assisting co-workers when need is observed or requested.


• Reads and acts on official information (bulletins, memos, verbal messages).


• Communicates problems/concerns to director.


• Performs tasks with minimal supervision.


• Completes assigned responsibilities within expected time frame.


• Makes sound judgment within the range of expectation for the job.


• Assists director in collecting, sorting and arranging data for quarterly reports


• Assists in reporting the CQI to the team leaders at the beginning of each month


• Reports discrepancies in the CQI to the director for follow up.


• Inputs and uploads CQI data to CALNOC following quarterly studies.


• Always operates equipment and performs job related duties in a safe manner.


• Consistently demonstrates a self- directed, mature, disciplined and tactful approach to completing work duties.


• Observes hospital dress code; wears identification badge at all times.


• Maintains a neat, professional appearance at all times.


• Attends to personal affairs to avoid a conflict with the work schedule.


• Always maintains and respects patient and employee confidentiality.


• Attempts to recognize and evaluate personal strengths and weaknesses; handles personal and professional frustrations appropriately.


• Always maintains the department in neat; clean and orderly manner with special emphasis on personal work station.


• Always safeguards and preserves the confidentiality of the medical records in accordance with hospital and department policies.


• Attends required in-service/orientation education programs and/or hospital meetings


• Always observes the hospital and department standard operation procedures in precautions for transmission of infection diseases and the handling and use of hazardous substances.


• Observes hospital policy concerning smoking regulations, telephone usage and other related rules governing conduct while at work.


• Initiates and completes qualify risk security reports appropriately.


• Identifies safety hazards and initiates appropriate action.


• Identifies self to patients and significant others when arriving to care for patient.


• Performs other duties as assigned.

Telephone Protocol

• Answers telephone promptly, identifies unit and self by name and title.


• Refers telephone calls appropriately.

Education, Experience, Training

• High School Diploma or equivalent.


• Current Basic Life Support (CPR) AHA card.


• Reading and comprehension of English required.


• Minimum one year experience in acute hospital preferred.


• Experience with Excel, Microsoft Word.