Nursing Department Operations Coordinator

Albany Medical Center; City of Albany (NY); On-site; USD 47,000 - 66,000; Full time

Job summary

Albany Med Health System is seeking an Administrative Assistant in Pre-Admission Services to support the nursing department's day-to-day operations, assist supervisors and senior leadership, and perform essential office duties.

Responsibilities include document management, scheduling meetings, maintaining staff files, data entry, preparing reports, coordinating events and travel, and supporting budgeting and Kronos timekeeping.

Qualifications

• High School Diploma/G.E.D. required.
• Associate's Degree or higher preferred.
• 1-3 years experience in an administrative, clerical, or operations role required.
• Strong planning and organization skills.
• Excellent attention to detail and organizational skills.
• Ability to manage confidential information.
• Ability to work independently, be a self-starter, and meet deadlines.
• Ability to interact with staff, vendors, other departments and senior management.
• Ability to work well independently as well as within a team.
• Ability to add, subtract, multiply, and divide in all units; compute rate, ratio, and percent.
• Proficient in Outlook, Word, Excel and PowerPoint to produce materials and presentations.
• Ability to work in a fast-paced environment with multiple priorities.
• Knowledge of office management systems and procedures.
• Some knowledge with invoicing.

Responsibilities

• Update and distribute department documentation such as policies and procedures.
• Schedule, attend and complete minutes for regular departmental meetings.
• Maintain department staff files including certifications, licensures, and new hire documents.
• Input data directly into databases and review data for accuracy.
• Prepare basic to moderately complex correspondence or reports for leadership.
• Coordinate special events and travel arrangements for on-site and off-site conferences.
• Process check requests, workday orders, and reimbursements per policies.
• Assist in coordinating service requests for Facilities, IT, EVS, Security.
• Maintain leadership calendars and shared meeting room calendars.
• Prepare and store documents using Microsoft Office and other applications.
• Assist with department service contracts coordination.
• Act as liaison for management to resolve supply problems.
• Communicate deadlines for annual health assessments and trainings.
• Screen inquiries and route to appropriate contacts.
• Assist in budgeting and monitor service accounts.
• Assist in scheduling employees in Kronos and timecard maintenance.
• Manage leadership meetings and calendars.

Skills

Strong planning and organization

Attention to detail

Confidential information handling

Independent worker

Interpersonal with staff and vendors

Team collaboration

Data entry accuracy

Office management systems

Invoicing knowledge

Microsoft Office proficiency

Education

High School Diploma/G.E.D.

Associate's Degree or higher

Tools

Kronos

Microsoft Office

Job description

Albany Med Health System is seeking an Administrative Assistant in Pre-Admission Services to support the nursing department's day-to-day operations, assist supervisors and senior leadership, and perform essential office duties.

Responsibilities include document management, scheduling meetings, maintaining staff files, data entry, preparing reports, coordinating events and travel, and supporting budgeting and Kronos timekeeping.