Administrative Assistant (Nursing) (Santa Rosa) at Northern California Behavioral Health System

Santa Rosa, California, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jun, 26

Salary

42.0

Posted On

05 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Payroll Processes, Timecard Auditing, Policy Enforcement, Disciplinary Actions, Confidentiality, Staffing Oversight, Overtime Tracking, PTO Management, Compliance Tracking, Competency Tracking, Scheduling, Record Maintenance, Calendar Management, Interdepartmental Communication, Data Analysis, Problem Solving

Industry

Mental Health Care

Description

ABOUT US: Formerly Aurora Santa Rosa Hospital, SRBHH was opened in 2016 and is regarded as an integral part of the greater Santa Rosa and Northern California mental health system of care. Conveniently located in the North Bay, this hospital consists of 144 acute psychiatric inpatient beds. Santa Rosa Behavioral Healthcare Hospital (SRBHH) is regarded as an integral part of the greater Santa Rosa and Northern California mental health system of care. Conveniently located in the North Bay, SRBHH serves adolescents and adults. We treat both mental health and co-occurring psychiatric and substance abuse conditions. POSITION TITLE: Administrative Assistant PAY RANGE: $32-$42 Per Hour REPORTS TO: Director of Nursing DESCRIPTION OF POSITION: To support the Director of Nursing and provide high level administrative support, assisting with day-to-day operations of the Nursing Department, maximizing productivity, efficiency and compliance. KEY RESPONSIBILITIES: Provides oversight of departmental payroll processes through daily timecard auditing and enforcing accountability amongst staff, with strict adherence to expectations as defined by DON. Provides oversight of staff adherence to time and attendance policies, including appropriate timeclock utilization. Provides coaching and education to employees in the department, within guidelines of clinical education. Provides clerical support to DON, promoting policy enforcement and supporting with disciplinary actions, while maintaining confidentiality with all assigned duties involving HR. Provides oversight to staffing department, including daily auditing of overtime, meal penalties, missed punches, absenteeism, timecard accuracy and tardiness. Ensure approval and declination of PTO requests are maintained, without compromising daily operations of nursing department. Provides education to staff regarding timecard errors, and oversight to staffing department to ensure timecard accuracy. Tracks departmental compliances and competencies of Nursing Department employees, including but not limited to CPR and physical trainings as required by clinical staff. Completes and monitors EPOB, to ensure scheduling maximizes efficiency within approved staffing matrices, and accordance with hospital census. Provides oversight for operations of staffing department, including maintenance of current records for contact information for staff in the Nursing Department. Monitors staffing levels, and actively recruits to maintain staffing ratios as defined by DON or designee. Provides support to DON and managerial staff, by handling a variety of tasks and projects, to ensure smooth departmental operations. Works with education department to provide follow up of new employees, including competency compliance and evaluation. Provides support to employees by monitoring compliance and education standards as set forth are maintained. Ensures corporate compliance is maintained throughout department. Facilitates departmental operations and compliance, as set forth by Director, Corporate and regulatory agencies. Manage calendars, appointments and scheduling of meetings, ensuring all logistics are handled efficiently. Serve as appoint of contact for internal and external communications, ensuring that inquiries are directed to appropriate parties. Ensure closed loop interdepartmental communication as well as dissemination of information to Nursing Department staff. Distributes documentation of admissions to the Business Office, Admitting Unit and the Utilization Review Department. Maintains knowledge of the developmental tasks and sociological theories of pertinent age groups. Maintains knowledge of legal guidelines pertaining to Emergency Medical Treatment and Labor Act (EMTALA)/Consolidated Omnibus Budget Reconciliation Act (COBRA) and abuse/neglect reporting. Communicates with managed care organizations to obtain insurance pre-authorizations in a timely manner. Stays abreast of organization's programs and services. Knowledge and Experience: Must be 21 years of age. Skills in analyzing and evaluating information; problem solving skills. Ability to concentrate on tasks and meet deadlines. Ability to confidentially maintain all information. Bachelor’s Degree Preferred. 1 year minimum required in Administration, Assistant, or equivalent experience. Skills and Abilities: Maintains confidentiality of patient information at all times Knowledgeable of patient rights and laws pertaining to mental health Assessment and intervention skills Ability to deal with crisis and potentially combative patients while maintaining personal and emotional equilibrium. Proficiency with software and/or equipment (Microsoft Office applications including Outlook, Word, Excel and PowerPoint) Strong organizational skills with ability to prioritize projects, work relatively independently, manage multiple tasks, and meet deadlines Strong written and verbal communication skills Knowledge of health care service delivery systems and third-party reimbursement Knowledge of managed- care environment Ability to work independently and as part of a team Good judgment, problem solving and decision-making skills Demonstrated commitment to working collaboratively as well as possessing the skills to lead, influence, and motivate others Ability to work in a fast-paced, expanding organization Excellent verbal and written communication skills. Strong organizational skills and attention to detail, with ability to manage multiple tasks effectively. Proficiency in office software and related electronic programs as defined by the facility. Previous experience in administrative role is preferred, along with Bachelor’s Degree in relevant field. Current CPR certificate or obtained during initial orientation period. Current Handle with Care (HWC) certificate or obtained during initial orientation period. Physical Requirements: While performing the duties of this job, this position is frequently required to do the following: Use standard office equipment and access, input, and retrieve information from a computer. Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time. Communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population. Give and follow verbal and written instructions with attention to detail and accuracy. Perform complex mental functions and basic arithmetic functions; interpret complex laws, regulations, and policies; collect, interpret, and/or analyze complex data and information. Vision: see details of objects at close range. Coordinate multiple tasks simultaneously. Reach forward, up, down, and to the side. Ability to stoop, lift, finger (pick, pinch or type and grasp) Sit or stand for minimum periods of one hour at a time and come and go from the work area repeatedly throughout the day. Lift up to ten (10) pounds. Health Insurance Vision Insurance Dental Insurance 401k Retirement Plan Healthcare Spending Account Life Insurance (Supplemental Life, Term and Universal plans are also available) Short and Long-Term Disability (with additional buy-in opportunities) PTO Plan with Holiday Premium Pay Discounted Cafeteria Meal Plan Tuition Reimbursement

Responsibilities

This role supports the Director of Nursing by providing high-level administrative assistance to manage daily operations of the Nursing Department, focusing on maximizing productivity, efficiency, and compliance. Key duties include overseeing departmental payroll, managing time and attendance, tracking staff compliance, and handling scheduling and communication logistics.