Department Assistant - Magnet - FT - Day

Position Status:

Full time

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week:

40

Job Information

Exemption Status: Non-Exempt

A Brief Overview

Performs administrative and clerical duties to ensure the continual functioning of the department. Provides administrative coordination, scheduling, and distribution support for Magnet, professional governance, nursing recognition, and nursing initiatives. This role ensures timely communication, meeting logistics, materials preparation, and execution support.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• Clerical or administrative experience. Preferred

Skills and Abilities

• Proficient in Microsoft Office programs.
• Ability to work in a fast-paced environment.
• Exceptional customer service skills.
• Time management with an ability to prioritize tasks
• Skill in data entry with minimal errors.
• Works well under pressure to meet deadlines.

What you will do

• Greets team members and guests, notifying receiving personnel of arrivals. Knowledgeably directs guests to team member that can assist them.
• Receives incoming calls responds independently, answering questions, providing information or directing to appropriate team member.
• Supports all administrative components of nursing recognition programs, including tracking monthly voting cycles, preparing and distributing nominee and recognition letters, coordinating recognition logistics (scheduling, catering, materials), and submitting required program notifications.
• Coordinates the accurate and timely distribution of nursing-related communications and materials, including DAISY and EIN nominations, letters, Nursing Annual Report, Nurses Week materials, and Certified Nurses Day communications.
• Provides meeting management support for Professional Governance Councils, including maintaining rosters, scheduling meetings, sending invitations, tracking attendance, coordinating voting processes, supporting agendas, documenting minutes, and assisting with new member applications and voting workflows.
• Assists with the logistical of nursing recognition and leadership events, including set-up and take-down, RSVP coordination, onsite support, and scheduling support for CNO and Direct Care Nurse luncheons and related recognition activities.
• Performs data entry work, scanning, organizing duties as necessary.
• Performs special projects as necessary. Assists with annual events.
• Sends department communication as requested.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail's Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility
• No Budget Responsibility No Budget Responsibility

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Ladders): Rarely less than 1 hour
• Climbing (Stairs): Rarely less than 1 hour
• Crawling: Rarely less than 1 hour
• Crouching: Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Driving (Standard): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Frequently 3-5 Hours
• Feeling: Occasionally 1-3 Hours
• Grasping (Fine Motor): Frequently 3-5 Hours
• Grasping (Gross Hand): Occasionally 1-3 Hours
• Handling: Occasionally 1-3 Hours
• Hearing: Occasionally 1-3 Hours
• Kneeling: Rarely less than 1 hour
• Lifting: Occasionally 1-3 Hours up to 25 lbs
• Operate Foot Controls: Rarely less than 1 hour
• Pulling: Occasionally 1-3 Hours up to 25 lbs
• Pushing: Occasionally 1-3 Hours up to 25 lbs
• Reaching (Forward): Occasionally 1-3 Hours up to 25 lbs
• Reaching (Overhead): Occasionally 1-3 Hours up to 25 lbs
• Repetitive Motions: Frequently 3-5 Hours
• Sitting: Frequently 3-5 Hours
• Standing: Occasionally 1-3 Hours
• Stooping: Occasionally 1-3 Hours
• Talking: Occasionally 1-3 Hours
• Walking: Occasionally 1-3 Hours

Working Conditions

• Burn: Rarely less than 1 hour
• Chemical: Rarely less than 1 hour
• Combative Patients: Rarely less than 1 hour
• Dusts: Rarely less than 1 hour
• Electrical: Rarely less than 1 hour
• Explosive: Rarely less than 1 hour
• Extreme Temperatures: Rarely less than 1 hour
• Infectious Diseases: Rarely less than 1 hour
• Mechanical: Rarely less than 1 hour
• Needle Stick: Rarely less than 1 hour
• Noise/Sounds: Occasionally 1-3 Hours
• Other Atmospheric Conditions: Rarely less than 1 hour
• Poor Ventilation, Fumes and/or Gases: Rarely less than 1 hour
• Radiant Energy: Rarely less than 1 hour
• Risk of Exposure to Blood and Body Fluids: Rarely less than 1 hour
• Risk of Exposure to Hazardous Drugs: Rarely less than 1 hour
• Hazards (other): Rarely less than 1 hour
• Vibration: Rarely less than 1 hour
• Wet and/or Humid: Rarely less than 1 hour

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment.

Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.