ADMINISTRATIVE COORDINATOR UNION

To assist multiple executive staff with the coordination of the daily management of the office and program operations including special projects to ensure the effective delivery of departmental services. This position is responsible for the timely input of employees scheduled shifts into Kronos (EZ Time).
The position ensures that employees’ schedules are accurate and reflect the correct hours/shifts and time off. In addition, the position reviews the actual hours worked and notifies the Nurse Managers regarding errors, incorrectly captured time and/or questions they may have.

Responsibilities:
•    File, maintain departmental records, employee records
•    Track staff completion and submission of competencies, disseminating and tracking policy & procedures, regulatory records and other records requested by department 
•    Track staff credentials for completeness and maintain nursing files. Create tracking records and provide monthly updates to the Administrative Nurse Manager. Track new employees’ completion of orientation records 
•    Maintain all records as requested by ANM 
•    Handle confidential personnel matters discretely; store and submit personnel documentation in compliance of all regulatory requirements and accreditation standards 
•    Distribute and obtain policy and procedures to nursing staff
•    Coordinate with the Administrative Supervisor nursing associates file review for completeness of records
•    Coordinate infection Control reports and enter data into Midas program
•    Create graphs & reports. Track and maintain attendance records for the year and submit staffing position update to ANM and Executive Administrative monthly
•    Ongoing update staff contact information  
•    Collect and organize staff vacation requests, assist with coordination of requests of time off and time keeping 
•    Submit daily staffing schedule and make appropriate inquiries as needed for accurate reporting
•    Type and submit written correspondences as requested
•    Attend meetings and take minutes. Generate report for distribution as requested
•    Maintain ANM calendar and schedule meetings
•    Open nursing mail and process per protocol
•    Arrange transportation needs of staff, including transport and retrieval of items/records
•    Answer nursing department and pharmacy telephones. Assist with routine calls to patients to schedule physicals and medication call backs 
•    Create draft Saturday Monthly Schedules for nursing staff, obtain availability of per diem and RN nursing staff and maintain a Saturday rotational nursing schedule. Notify Per diem staff of their confirmed assignments
•    Type letters and memorandums, compose correspondence, prepare, and type standardized forms
•    Maintain recruitment candidate status tracking listing, create new orientation packets
•    Assist with ordering medication and routine nursing, pharmacy, and facility equipment
•    Create and implement new office procedure schedule and update appointments 
•    Take patient payments/fees and make copies of insurance cards 
•    Print labels for patient toxicology and direct patients to place specimens in bins

Experience:

•    High School Diploma/GED required; Bachelor’s Degree preferred
•    A minimum of 1 year of work experience in the field of substance abuse required
•    Advanced MS Excel, MS Word, MS Outlook, and MS PowerPoint skills required
•    Ability to type 45 words per minute
•    Data entry in Midas and US payments/SMART
•    Preferred Knowledge of EPIC 
•    Experience with toxicology /specimens

Hours for this position are 9:00am-5:00pm. Four days per month the shift will be 6:30am to 2:30pm and one day a month 10:00am – 6:00pm 

This is a 100% grant funded position.
 

Department: Psychiatry and Behavioral Sciences Bargaining Unit: 1199 Campus: MOSES Employment Status: Regular Full-Time Address: 1510 Waters Place, Bronx
Shift: Day Scheduled Hours: 9 AM-5 PM Req ID: 210006 Salary Range/Pay Rate:   $31.33 

For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors.

To learn more about the “Montefiore Difference” – who we are at Montefiore and all that we have to offer our associates, please click here. 

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Diversity, equity and inclusion are core values of Montefiore. We are committed to recruiting and creating an environment in which associates feel empowered to thrive and be their authentic selves through our inclusive culture. We welcome your interest and invite you to join us. 

Montefiore is an equal employment opportunity employer. Montefiore will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law. 

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