Nursing Executive Assistant

Central State Hospital - Petersburg, VA

Full-time
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Central State Hospital (CSH) is seeking a highly motivated individual with exceptional communication and organizational skills to serve as an Administrative Assistant for the Nursing Department. The Nursing Department at Central State Hospital provides 24-hour direct care services to adult psychiatric patients. The Administrative Assistant will provide operational and administrative support in the processing of Nursing transactions for the Hospital. Duties of the position include, but are not limited to, prepare and type written materials with little supervision, making copies, and distributing final documents; including memorandums, letters, reports, minutes, policies and procedures, etc. Handles information requests as well as incoming phone calls to the Chief Nurse Executive and Assistant Chief Nurse Executive in a professional manner. Schedules meetings, arranges conference rooms, prepares agendas, attends meetings to take and transcribe meeting minutes. Tracks assignments made during meetings and follows up with appropriate staff to ensure assignments are understood and that deadlines are met. Maintain electronic and manual filing system, including confidential and personnel files. Orders office supplies, maintaining a working inventory. Types memoranda, reports for Registered Nurse Coordinators and Clinical Nurse Specialist. Strive to maintain a productive and cooperative working relationship with supervisor, peers, and all employees. Prepare and distribute mail. Maintains calendars for Chief Nurse Executive and Assistant Chief Nurse Executive alerting them of meetings, conferences, appointments, cancellations of such, and deadlines. Make travel arrangements for meetings and nurse recruiting. Prepare travel vouchers. Processes educational/workshop requests for all members of the Nursing Department, making reservations/arrangements and preparatory travel arrangements. The Administrative Assistant will consistently demonstrate an attitude of respect and professionalism to all levels of staff, use a positive tone and manner to customers and the public and demonstrate a positive work ethic.
Minimum Qualifications The selected incumbent must have excellent typing and clerical skills. Excellent interpersonal and communication skills are also required. Must be knowledgeable of different correspondence formats; highly organized, flexible, and motivated to work in a multi-faceted environment. Attention to detail is required. Strong computer skills utilizing Microsoft software (Excel, Word, etc.) is also required. Candidates must have the ability to problem solve and work independently. Requires a skill base of both manual and automated office equipment. Requires the ability to work with minimal supervision.The ability to compose letters and correspondence from rough drafts and working knowledge of software packages is also required.
Preferred Qualifications Experience working in a fast paced, healthcare administrative role preferred. Prior experience working in a fast paced, highly stressful environment is also preferred.
Special Requirements An extensive criminal history background investigation and employment references will be conducted.