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Business Assistant | Western Psychiatric Hospital

Description

Western Psychiatric Hospital is seeking a full-time Business Assistant to support the Office of Nursing Administration of Western Psychiatric Hospital.

Under general supervision, the Business Assistant provides varied administrative support.  This position will support and report to the Business Analyst. 

This position will assist with supporting the inpatient units with ongoing schedule needs and to standardize toward gaining more efficiencies with scheduling. Being proactive with scheduling needs through collaboration with Unit Directors and Administrative Assistants. Independently work in systems such as:  Kronos, ShiftSelect and Teletracking. 

The ideal candidate for this position must be able to work independently, have previous work experience in an office and/or healthcare setting, display professionalism, be able to handle flexible assignments and be a team player. The ability to pay attention to detail, strong organizational skills, adaptability, punctuality, being able to jump into any needed task, multitasking and personal accountability are crucial for this role. Timekeeper experience with Kronos or ShiftSelect is a plus but not required. 

Responsibilities:

  • Perform data collection as it relates to their program area.
  • Participate as a member for a related Process Improvement Team as designated.
  • Assist to coordinate the ordering, processing and delivery of new equipment to designated areas.
  • Take staff meeting minutes as directed.
  • Coordinate training for equipment, supplies, etc. as needed.
  • Support projects related to the operations of the patient care areas as directed and communicate effectively during all stages of project and noting any trends.
  • Identify opportunities to improve the appearance of or information displayed, communicate suggestions to the Director and implement changes accordingly.
  • Create and execute a mechanism for organizing and updating various materials.
  • Copy, track and file all forms, purchase requisitions, expense reimbursement forms, certifications, senior professional nurse projects, first net reports, etc.
  • Gather information and type monthly staff meeting minutes.
  • Understand JCAHO Environment of Care Standards and Department of Health regulations.
  • Support the Director in an effort to ensure that paper flow, supplies and equipment are well coordinated and appropriately tracked in department and areas assigned.
  • Ensure that all signs are accurate and compatible with desired public image of buildings.
  • Assist with deployment activities in related areas as needed.
  • Identify issues which need corrective action, communicate issue and initiate corrective action.
  • Ensure compliance with nursing equity programs.
  • Perform data collection as it relates to the program area.
  • Ensure that forms and filing systems are maintained and updated on a regular basis in all areas assigned to include clinical areas, unit directors, clinical directors and the director of patient care business operations offices as assigned.
  • Track and reorder office supplies, forms, teaching materials, etc.
  • Assist with variance tracking, Quest Vista, MRS and other input.
  • Support the Director's efforts to ensure that the environment of care meets all regulatory standards and projects a desired public image.
  • Support the Director in efforts to ensure information dissemination is well coordinated.
  • Track and follow-up on staff license renewals, certifications, education, senior professional nurse projects.
  • Create assessment and tracking tools for the following but not limited to: bonus, overtime, performance reviews, certifications, staff license renewal, office supplies, reference materials, etc.
  • Participate in all phases of budget preparation including operating and capital budgets as assigned.
  • Understand UPMC customer service standards and inform the director of any needs identified through observations and/or rounding.
  • Articulate issues and stimulate responses from: maintenance, environmental services, biotronics, central supply management reporting systems, human resources, etc.
  • Coordinate the processing of performance evaluations.
  • Report observed non-compliance to UPMC policies to Director and inform appropriate department.

Qualifications

  • B.A. degree in Business or health related field

OR

  • 3 years of business experience.
  • Strong computer skills to include Word, Excel, PowerPoint and Adobe Acrobat.
  • Excellent data entry, written and oral communication skills. Excellent organizational ability. Excellent financial analysis skills.

Licensure, Certifications, and Clearances:

  • Comprehensive Crisis Management (CCMC)
  • Act 31 Child Abuse Reporting with renewal
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct