Job Description

Roles & Responsibilities

Key Responsibilities and Duties:

• Manages the OUL calendar, including scheduling meetings, appointments, and conferences. Coordinates with internal and external stakeholders.
• Handles incoming and outgoing correspondence, including emails, phone calls, and letters, ensuring timely and professional communication.
• Assists in preparing reports, presentations, and other documents as the OUL needs.
• Maintains accurate and confidential records, files, and documentation related to division administration, including meeting minutes and action items.
• Coordinates and organizes departmental meetings, including scheduling, preparing agendas, and distributing meeting materials.
• Tracks and follows up on action items and decisions made during meetings, ensuring that tasks are completed promptly.
• Performs general office duties such as ordering supplies, managing office equipment, budget requests, and maintaining a clean and organized workspace.
• Enters and updates data into spreadsheets and staff databases as required. Maintains required quality outcomes for RN residents.
• Maintains data on attrition, retention, resignation, and vacancy rates, along with the department database, and generates a monthly report.
• Supports the OUL with special projects and initiatives, including research, data collection, and coordination of project activities. Monitors project progress and reports on milestones and deliverables.
• Acts as a liaison between the OUL and staff, facilitating communication, addressing inquiries or concerns, and scheduling meetings.
• Assists with coordinating staff schedules, coverage, and other administrative tasks related to department personnel.
• Ensures the confidentiality of sensitive information and adhere to privacy regulations and organizational policies.
• Supports compliance with healthcare regulations, accreditation standards, and internal policies.
• Arranges for division recruitments and interviews.
• Communicate departmental vacancies and promotions.
• Facilitates new staff induction programs.
• Updates attendance system for the assigned staff.
• Maintains records of department career ladder applications and approvals.
• Maintains the tidiness of the office environment, ensuring filing cabinets are neat and organized and that hard copy data is retained or deleted as per the data retention policy.
• Supports accreditation programs.
• Coordinates departmental recognition programs.
• Keeps track of departmental overtime.
• Prepares report and presentation for the department as requested.
• Provides excellent customer service to all staff as needed, addressing inquiries and directing them to appropriate resources.
• Other duties as assigned within the scope of the job.

Skills and Abilities:

• Good computer skills and data entry and know MS Excel, MS Outlook, MS Word, and MS PowerPoint.
• Good analytical and problem-solving skills.
• Good interpersonal and customer care skills.
• Good and accurate records keeping.

Desired Candidate Profile

Experience:

Minimum of 2 years in an administrative assistant position, preferably with hospital experience.

Education:

A degree in administration or a related field is preferred, with computer training in programs and typing required.

Language:

Excellent command of oral and written English