Secretaries and Administrative Assistants Jobs Near Me in Kentucky

Position Summary
- Carries out staffing duties and assigns staffing resources in coordination with Clinical Managers and House Administrators. Communicates closely with Clinical Managers, House Administrators and Charge Nurses to determine staffing needs and in making effective staffing decisions. Effectively balances and disperses nursing resources throughout nursing units to provide and meet identified staffing needs, to include replacements for call ins and reallocating staff at the direction of the House Administrator. Routinely reviews schedules/staffing needs, schedules staff for adequate coverage, verifies nursing unit schedules, and utilizes software to assist with staffing throughout the shift.
  
  Carries out the patient placement process for admissions and transfers within the hospital. Communicates bed assignments to the receiving and transferring departments. Responds appropriately to requests from patients, physicians, internal departments, and co-workers.
Minimum Qualifications
- Work Experience
  - One year of progressively responsible clerical or scheduling experience in a clinical hospital setting required. Associate's or bachelor's degree in healthcare administration, business, or related field may serve in lieu of work experience.
- Education
  - High School graduate or equivalent preferred.
- Certifications/Licensure
  - None required.
Job Specific Performance Standards
- The duties listed below are a summary of the major essential functions of this position. The position may require other duties, both major and minor, that are not mentioned, and specific functions may change from time to time.
  - In coordination with Clinical Managers and House Administers identifies the ongoing staffing needs of the various nursing units. Coordinates daily scheduling for the Internal Staffing Team including Registered Nurses and Licensed Practical Nurses.
  - Determines availability of employees and schedules them for open shifts. Reviews schedules to assure coverage for upcoming shifts and consults with supervisor when needed.
  - Uses Opti-link software in identifying ongoing staffing needs of the nursing units based on pre-determined staffing patterns and patient acuity. Discusses staffing needs with the House Administrators and resolves staffing needs based within the parameters of the appropriate skill set and hospital standard of care.
  - Communicates effectively with all involved in the staffing process, including but not limited to Directors, Clinical Managers, House Administrators, Charge Nurses and Internal Staffing Team.
  - Enters schedules, schedule changes, terminations, staffing additions and status changes of staff into the scheduling software system.
  - Takes direction from House Administration or Nursing Administration to increase or decrease overall hospital staffing levels. Monitors overtime, low census and reassignment. Prepares daily productivity reports.
  - Serves as a timekeeper for the nursing departments. Enters information in the time and attendance system as needed. Responsible for the daily maintenance of payroll and corrects errors as needed. Verifies paid time off hours as requested by each Clinical Manager and inputs into the computer system.
  - Performs clerical tasks for Clinical Managers and House Administrators upon request.
  - Facilitates placement of incoming patients and transferring patients already admitted to the facility. Evaluates patient’s diagnosis and other relevant information and communicates with various units on appropriate placement. During high census periods, works closely with nursing administration for patient placement.
  - Notifies appropriate personnel when patients are transferred or discharged for prompt cleaning of rooms Assigns room cleaning priority according to need.
  - Maintains daily statistics on inpatient admissions, observation admissions and labor and delivery patients. Maintains Electronic and Manual Bed boards.
  - Assists House Administrators in the transfer of patients from outside facilities.
  - Assists in determining and resolving road blocks to pending discharged patients so that patient flow is not impeded throughout the hospital.
  - Monitors Surgery schedule to have appropriate beds ready.
  - Communicates accurate bed status information to Physicians and other hospital department staff.

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