JOB DESCRIPTION
Job Title: Administrative Support
Job Code: 880257
Immediate Supervisor: Administrator Skilled Nursing
Status: Non-Exempt
JOB OVERVIEW
- Responsible for providing administrative support to Madonna leadership for multiple departments and functions including Madonna Rehabilitation Skilled Nursing (MRSN), the Institutional Review Board (IRB), the Interdisciplinary Clinical Advancement Navigator (ICAN) board, and Mission Services.
- Duties include answering phones, word processing, typing, filing, meeting coordination, calendar management, recording minutes of meetings, data entry, record keeping, mailings, organization and management of special project work, and overall responsibility for organization of administrative support services provided.
- Deals with confidential information on a routine basis, utilizing discretion and independent judgment with same.
- Promotes Madonna mission, philosophy and values.
- Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures.
- Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the departments served and the organization.
ESSENTIAL FUNCTIONS
- Coordinates Nursing Home state licensure process, including but not limited to documentation and licensure communications.
- Coordinates various surveys including the annual MRSN survey process, communications with internal and external parties and the fire marshal surveys record maintenance and communications.
- Monitors state of Nebraska DHHS communications site to communicate to agencies and facilities across the state of Nebraska.
- Provides support to MRSN Administrator for contract maintenance, quality administrative reporting, program evaluation reporting, maintenance of databases, policy management, quarterly and annual reports, financial reports, and budget preparation.
- Telephone answering, screening and handling incoming calls in a friendly and professional manner.
- Schedules in person and virtual meetings including room reservations, catering arrangements, and prepares notices, agendas, materials for distribution
- Attends meetings recording information to produce accurate and timely minutes.
- Operate audiovisual equipment and other technical equipment to assist others in preparing for or recording presentations.
- Interacts and communicates with coworkers, staff, patients and the general public in a professional, respectful, confidential and compassionate manner.
- Prepares graphs, reports, correspondence and projects in a timely manner; reviews output for accuracy including spelling, grammatical correctness and neatness.
- Sorts and distributes department mail to appropriate staff to ensure accurate/efficient information flow.
- Greets and receives employees, family members, patients and customers with courtesy and respect.
- Provides administrative support to the IRB by producing and distributing letters and notices, taking minutes. and memorializing IRB decisions.
- Maintains individual calendars, records and coordinates meetings and appointments.
- Process accounts payable invoices as assigned. Designate appropriate account and general ledger number for payment.
- Provides administrative support to the ICAN board by producing and distributing letters and notices to participants, taking minutes and memorializing board decisions, and maintaining the ICAN database.
- Provides administrative support to Mission Services department by producing and distributing service schedules, thank you letters, and sympathy cards; maintaining database of family information for Annual Memorial Service; coordinating logistics for special services; and assisting with special projects as needed.
- Maintains a clean, organized and safe environment. Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury.
- Follows instruction from supervisor to perform other functions as assigned to achieve the goals within the department and/or system
PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS
Sedentary work - lifting 20 pounds occasionally or lifting and carrying 20 pounds occasionally. Approximately 80% sitting, 10% walking and 10% standing. Stooping/kneeling is required to pull files from lower drawers and reaching/twisting to answer phone. Indoor work - not exposed to outside elements or hazards. Requires sufficient sight to see and read reports and computer screen. Requires sufficient hearing and speaking to communicate by telephone or in person.
QUALIFICATIONS (Education/training and/or Experience)
- High school equivalency with two-year post-high school education and two years’ work experience required.
- Additional relevant work experience would be considered in lieu of formal post-high school education.
- Must be proficient in use of personal computers with excellent keyboarding skills. Proficient use of Microsoft Office software, including Outlook, Excel and Word programs.
- Proven experience with spreadsheets, data management, document composition and presentations.
- Must be able to take and produce accurate and timely minutes.
- Proficient in use of standard office equipment.
- Must possess excellent grammar, spelling and communication skills.
- Must be self-motivated and demonstrate excellent organization skills and strong problem-solving abilities.
- Maintains complete confidentiality of information.
- Collaborative problem-solving skills and ability necessary to work in demanding situations without adverse reaction and interact in a positive manner with staff and public in person, by telephone, and in written communications.
- Able to interpret and clearly communicate policy and other information. Knowledge of medical terminology preferred.
Background checks are conducted. When specific authorization forms are requested so that full background and history can be obtained, employees/applicants must sign the form(s) requested.
