Office Admin

Duration: _3__ Months/__0__weeks.

Responsible for managing/supporting all schedule processes to support unit operations: build, manage, and execute schedules in Kronos. Provides secretarial services to the Nurse Manager, Nursing Director and all nursing leaders in the designated cost centers. Responsible for the oversight and effective operations of all clerical support activities: customer reception, payroll and human resources records processing and management, purchasing/supply management, budget/accounting monitoring of multiple operating projects and priorities simultaneously (purchase orders & budgeting accounting- of clerical, minor equipment and minor facilities’ needs).  Requires considerable initiative and ability to work autonomously.  Excellent communication skills and independent judgment are essential.

1. Supports the build, management and execution of all staff schedules in Kronos system (50% of time).

• Serves as the timekeeper for STAR payroll system.
• Opens and closes schedules, provides open shift availability to team.
• Clearly communicates with staff on opening/closing of graphs.
• Review and revise scheduling guidelines in conjunction with nursing leadership according to department policies and hospital standards.
• Develops unit schedule for SNA/IPC and RN staff.  Adheres to the unit and department guidelines for scheduling.
• Balances graph, ensures specialty roles on each shift such as charge nurse etc.  Monitors PPL time as a whole to balance the graph.
• Corresponds with staff regarding the schedule and requests.
• Create and maintain summer vacation calendar.
• Monitor holiday wish lists/switches.
• Monitor staff schedules including being the contact person for requesting of days off, vacations and switches.
• Regularly participates in hospital wide-scheduler meetings
• Partners with central staffing office to implement new IS system features on the unit.
• Partners with leadership on daily operations of the schedule

1. Manages the department administrative and clerical functions including customer reception where needed.

• Develop and maintain a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
• Ensures adequate and timely response to all requests for information and service by customers that present in person, by telephone, or email.
• Orders office/unit supplies.  Monitors supply budget and implications of ordering.  Substitutes office products with lower costs when appropriate to save money.
• Prepares purchase requisitions for supplies and equipment and maintains monitoring system for this activity.
• Collaborates with Purchasing to ensure that product selections, vendor choice, and price are consistent with hospital practices/policies. Again on a smaller scale or it needs to be noted if areas do not have an Operations Manager
• Serves as a liaison and problem solver for departmental customers as relates to operational/service needs.

1. Centralized Timekeeping

• Maintains and monitors departmental PPL and vacation records. Notifies leadership team of staff violations of hospital policy.
• Prepares and processes payroll.
• Prepares and processes check requisition, petty cash, and travel authorization forms.
• Converts pay codes including incentive coding, cost centers, etc.
• Completes pay code reporting for errors.
• Completes payroll adjustments and attestations.

This role is for admins for the department's Centralized Scheduling and Timekeeping program. The role will do scheduling so scheduling experience is required.

Responsible for managing and supporting:

• Centralized Scheduling: all centralized scheduling processes to support unit and departmental operations from build, management, and execution of schedules in Kronos

Centralized Scheduling

• Partners with central staffing office to implement new IS system features on the unit.
• Assists in developing and responsible for maintaining policies, procedures and job aids related to staff scheduling
• Provides administrative support for divisional scheduling committee meetings, including agenda preparation, meeting minutes, and other tasks as requested.
• Schedules non-productive time (classes / training, project time, conference time, etc.)
• Maintenance of scheduling graph after posting
• Manages extended leaves and maintains staff schedules accordingly (LOAs, Maternity leaves, etc.)
• Certification tracking of resources.

Skills:

• Knowledge and ability to use Microsoft Applications (Word, Excel, PowerPoint, etc).
• Ability to handle confidential materials and matters.
• Ability to handle multiple tasks and priorities.
• Ability to learn and operate multiple technology software.
• Ability to promote cooperation between individuals and departments to provide the best systems for care and customer service.
• Ability to perform mathematical calculations accurately.
• Excellent interpersonal, organizational and communication (written and verbal) skills.
• Ability to demonstrate initiative, sound judgment and autonomy in all work.
• Ability to follow department policies (i.e. dress code, etc.) 

Education:      

• High School diploma plus three or more years of related administrative support experience in a hospital or academic setting.
• Associates or Bachelor’s degree preferred.