Administrative Assistant II -Middletown ED

Do you want to work at one of the Top 100 Hospitals in the nation? We are guided by our values of Love and Excellence and are passionate about delivering health, not just health care. Come join us at ChristianaCare!

ChristianaCare is seeking a full-time Administrative Assistant II to provide administrative support to the Middletown Emergency Department (MED) Leadership Team and supervision of staff schedules and administrative oversight of time and attendance for the Middletown Emergency Department.

The ideal candidate will be well organized, detail oriented and multitask. Candidate to complete tasks and duties within a prescribed timeline. Proficient computer skills along with strong verbal and written communication abilities.

Maintain schedule for MED Leadership team by utilizing electronic Outlook calendars. Scheduling meetings for management as requested. Provides all pertinent information needed for scheduled appointments and coordinates room reservation, catering, etc. as needed.

Provides administrative support including typing and drafting correspondence, attends meetings, composes agendas, takes and types minutes, and maintains up to date filing systems.

Screens and delivers mail

Coordinates with nursing leadership and nursing staff in regard to scheduling, and time and attendance issues.

Oversee all aspects of monthly scheduling and daily staffing for Emergency Department.

Coordinates all staff time changes and schedule requests. Pro-actively plans for future staffing needs.

Performs all timekeeping functions according to ONESTAFF and Kronos payroll system and ChristianaCare policies and procedures.

Assumes responsibility for all Nursing Resource functions including data input from exception sheets, tracking of LOA, terminations and transfers and file management.

Utilizes the Middletown Emergency Department scheduling guidelines and maintains self-scheduling functions.

Coordinates daily staffing and creates or reviews accurate daily assignment sheets for each shift.

Prepare reports and exports operational data for analysis by Nurse Manager.

Tracks and monitors employees' use of PTO and FMLA and incidence of lateness and absence. Performs positive coaching and collaborates with Nurse Manager in further disciplinary action.

Responsible for monthly budget variance reports related to paid hours and overtime. Participates in annual budget planning for personnel.

Performs computer skills needed with all types of software utilized in the Emergency Department services including Microsoft Office, Windows XP, HIS, ED Tracker, Kronos and Onestaff.

Maintains personnel files in accordance with records retention requirements. Assure that all documentation necessary for JCAHO and various state agencies is available.

Assists ED Leadership team in updating and entering new policies and procedures.

Accountable to maintain current versions of all forms and order sheets in the Emergency Department.

Tracks all levels of employee compliance with mandatory education requirements. And others required education. Notifies Nurse Manager/Clerical Supervisor of problem areas.

Effectively communicates with all levels within the ED and between other departments utilizing both written and verbal communication skills.

Works constructively with other members of the team and maintains an attitude of helpfulness, courtesy and cooperation towards others.

Acts as a resource for Physicians, Management, Clinical Staff and co-workers.

Demonstrates an ongoing collaborative relationship with Emergency Department staff of all levels, ancillary services and other hospital staff

Responds to emergency situations within scope of responsibility

Primary oversight of staff schedules and time requests

Provide administrative support including filing, written or fax communications, scheduling rooms

Provide administration support to the ED Nursing Professional Development Specialist

Answer telephone adhering to the telephone etiquette standards of performance guidelines

Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

Performs other related duties as required.

• High School graduate/GED, or equivalent plus up to two years training in Business program or two years of college required.
• Four years of prior administrative support experience required.
• Knowledge, skill, and ability requirements:

Knowledge of ChristianaCare timekeeping polices and procedures.

Knowledge of ChristianaCare policies that pertain to personnel and payroll issues.

Knowledge of appropriate chain of command.

Knowledge of ChristianaCare Core Values and departmental policies and procedures.

Knowledge, skills and abilities to use Microsoft Office, Kronos, Onestaff and Windows.

Ability to effectively communicate utilizing positive verbal and written skills.

Ability to maintain confidentiality of patient and employees.

Ability to maintain an organized work area.

Ability to work independently within established guidelines and complete assignments with minimal supervision.

Ability to assess a situation, consider alternatives and chose appropriate course of action.

Ability to work under stress, remaining calm, pleasant and efficient.

Ability to manage multiple priorities to meet requires deadlines.

Mostly sedentary activity, occasional standing and walking, occasional reaching, stooping, bending, pushing and pulling in accordance with the physical demand's checklist.

Office environment and Emergency Department area.

Frequent interruptions and distractions.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

Post End Date

EEO Posting Statement

ChristianaCare offers a competitive suite of employee benefits to maximize the wellness of you and your family, including health insurance, paid time off, retirement, an employee assistance program. To learn more about our benefits for eligible positions visit https://careers.christianacare.org/benefits-compensation/