Description

Job Summary

Provides administrative leadership by directly supervising the Nursing Operations Coordinators; ensuring optimal communication, planning, follow through, efficiency, and standard work. The Nursing Operation Coordinator team provides advanced clerical, administrative and project coordination work supporting nursing leaders across the organization.

Job Specific Duties

• Provides day-to day supervision of Nursing Operations Coordinator(s). Promotes multidisciplinary collaboration and empowerment of staff and leads change initiatives. 
  
• Develops, implements, & evaluates short/long term goals, objectives, ensuring consistency with organizational goals & strategic plan linking goals & objectives to outcomes.
  
• Provides regular feedback to direct reports concerning performance and ensures the department complies with timely completion of probationary/annual evaluations; obtains feedback from other leaders.
  
• Completes 100% of performance appraisals by due date, selects new staff, onboards, and welcomes team members. Ensures team is in compliance with hospital policies and procedures. 
  
• Coordinates and collaborates with stakeholders (i.e. internal/external customers) to create collaborative work relationships that drive performance & quality outcomes in a timely & effective manner. 
  
• Monitors, consults, and escalates issues as necessary. Provides recommendations to enhance cost effectiveness, productivity, and improved nursing departmental communication & scheduling performance. 
  
• Leads the organization and coordination of special/educational events. Partners with appropriate resources and ensures all activities and outcomes meet objectives. 
  
• Collects, analyzes, and reports nursing operational data pertinent to each department. 
  
• Creates, develops, evaluates, and maintains information current in the nursing portal and website. Oversees the maintenance of the Nursing web sites to ensure information remains accurate. 
  
• Edits Kronos transactions for Nursing Director team (and in support of other nursing leaders as needed) in a timely manner and within established guidelines as demonstrated with minimal edits by Payroll department. 
  
• Responsible for planning, developing, and coordinating internal communications to promote nursing programs and significant events to support Nursing Leadership initiatives in collaboration with Nursing Project Coordinator, Center for Nursing Excellence. 
  
• Monitors adherence to and completion of goals and objectives of the nursing strategic plan. 
  
• Assists management in monitoring gaps to nursing departmental plans and strategy. 
  
• Assists Leader(s) and staff with special projects, organizes meetings, and conferences and other special events. Performs research and analysis for related projects and specific issues. 
  
• Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and/or other documents. Responsible for creating requested trackers and maintaining them on a routine basis.
  
• Attends key meetings and prepares agendas, meeting minutes and other sensitive documents needed. 
  
• Prepares presentations and financial and non-financial reports as well as requests for the department Leader(s) and staff. 
  
• Orders and maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal. Verifies and submits invoices to be approved by the Leader(s). 
  
• Submits work orders for IT, EVS, and PlantOps as needed to maintain the department as issues come up. 
  
• Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the department Leader(s) or staff.
  
• Maintains files and records for the department Leader(s). 
  
• Answers inquiries concerning activities and operations for the department Leader(s). 
  
• Facilitates approvals and coordination of department Leader reports and requests for travel, expense reimbursements, etc. 
  
• Meets regularly with the department Leader(s) to provide administrative support to ensure efficient operations.
  
• In the Kronos/Clairvia systems, monitors, creates and distributes retroactive/proactive staffing and productivity reports to stakeholders in a timely/ effective manner. Provides management with recommendations. 

Qualifications

Minimum Job Requirements

• Bachelor's Degree in Business Administration, Health Administration or related field
  
• 2-4 years of administrative professional experience
  
• Prior experience in nursing operations environment

Knowledge, Skills, and Abilities

• 2 years of healthcare administrative experience preferred.
  
• Prior leadership experience preferred.
  
• Specialty certification in business intelligence, project management or Lean Six Sigma preferred.
  
• Proficient in Microsoft Office including advanced Power Point, SharePoint, and Excel.
  
• Ability to communicate effectively and diplomatically within a multi-functional team.
  
• Ability to work in a fast-paced environment meeting multiple deadlines.
  
• Proficiency with computers and systems.
  
• Excellent problem-solving ability in a broad range of areas to address all of the potential problems that might arise; scheduling conflicts, communication problems, technical problems, etc.
  
• Excellent organizational ability to develop a system with few major problems and addresses the needs of all participants.
  
• Demonstrates excellent internal and external customer service skills by being tactful, helpful, and diplomatic.
  
• Able to participate as a team member and deal effectively with other team members and customers.

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