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Job Description

The Nursing Administrative Assistant provides comprehensive administrative and staffing support to Director of Nursing and Nursing administration. This role is essential to the daily operations of the medical department, including office management, staff scheduling, compliance tracking, and coordination of meetings and trainings.

Hours

Full-time, Monday - Friday, 8:00 a.m.- 5:00 p.m.

Location

Kaneohe, Oahu

Pay

$22 an hour

Responsibilities

• Perform general administrative duties including typing, data entry, filing, and record maintenance.
• Coordinate meetings, orientations, in-services, and huddles.
• Prepare sign-in sheets and track attendance.
• Assist administration with regulatory compliance and staff attendance tracking.
• Support new hire orientation by preparing schedules and coordinating trainers or consultants.
• Prepare reports, letters, signs, and special projects for leadership.
• Coordinate resident dental and podiatry visits.
• Print and mail baseline care plans and resident communication letters.
• Manage staffing schedules using HR Symphony, including updates for attendance, PTO, call-outs, and employee status changes.
• Maintain and distribute regular and holiday staffing schedules.
• Assist with bi-weekly payroll preparation, including time clock corrections.
• Monitor staffing needs across departments and seek coverage for open shifts.
• Contact staff and contracted agencies to secure staffing coverage.
• Maintain agency credentials, cost tracking, and process agency invoices for approval.
• Post daily staffing census in the administration office and on units.
• Track and send reminders for license renewals, CPR, health evaluations, and TB requirements.
• Coordinate with HR and leadership regarding leaves of absence, FMLA, and modified duty.
• Maintain employee notification folders and communicate regularly with leadership on scheduling trends and issues.
• Support the facility’s mission, vision, and core values.
• Maintain professionalism and confidentiality at all times.
• Ensure resident safety and adherence to infection control and safety procedures.
• Attend mandatory trainings, staff meetings, and in-services.
• Perform additional duties as assigned.

Qualifications

• Office administration training preferred; proficiency with computers, typing, filing, and office equipment required.
• Minimum of one (1) year clerical experience required; medical office or medical billing experience preferred.
• Strong organizational and multitasking skills.
• Ability to prioritize and work independently.
• Professional communication and customer service skills.
• Discretion and ethical handling of confidential information.
• Ability to work collaboratively with nursing staff and leadership.