Administrative Assistant- Duke Lake Norman Nursing Support

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Duke Health Lake Norman Hospital

Pursue your passion for caring with Duke Health Lake Norman Hospital in Mooresville, North Carolina. The smallest of the four Duke Health hospitals at 123-beds, it offers a comprehensive range of medical services, including 24-hour emergency care, cardiology, orthopedics, women's services, and surgical specialties.

Job summary

The Administrative Support Associate is a key support role within the organization, responsible for a wide range ofoperational, personnel management, human resources, and onboarding duties. The ideal candidate will ensuresmooth and efficient operations, oversee departmental compliance and timekeeping programs and supports Nursing and Patient Care Services in various capacities. This position is part of a central pool and will support multiple nursing departments.This role will support various nursing departments: Cath lab, VIR nurses, Telemetry, PACU- Pre/post, OR, and SPD

Hours: Monday-Friday 8hour shifts

Key responsibilities

• Operations Generate compliance reports to ensure adherence to regulations.
• Follow up with team members as neededregarding compliance.
• Generate and analyze compliance reports.
• Perform basic budget tracking and analyze variances to maintain financial oversight.
• Review and edit timecards to ensure accurate employee time tracking.
• Manage time and attendance records to support payroll processing.
• Develop departmental schedules for nurses and nursing support roles to optimize resource allocation andensure adequate staffing and operational efficiency.
• Process copy center order requests to support organizational documentation needs.

• Personnel Management Monitor and ensure compliance with mandatory training modules and requirements.
• Follow up with team members and provide monthly status reports and actions taken to address non-compliance.
• Manage employee records in the API System and maintain employee files.
• Ensure all compliance requirements are documented and meet regulatory requirements.
• Update degrees and certifications in the API System to keep employee records current.
• Track licenses/listing expiration dates using primary verification sources.
• Oversee annual revalidation compliance to uphold professional standards.
• Manage life support certification tracking to ensure staff qualifications.
• Submit requests for bonus payments for employee certifications.
• Understands policies and procedures related to degrees, certifications, licenses, listings, etc., and serves as aresource for team members.
• Problem solve ID badge issues

• Human Resources Duties Handle the mailing of letters and correspondence to facilitate communication.
• Create and maintain employee personnel files to ensure organized record-keeping.
• Manage termination files, including sending them to Access storage for proper archival and retrieval.
• Primary contact for the Talent Care Center for HR transition issues.
• Enter LMC requests and serve as the contact for Talent Acquisition regarding LMCs.

• Onboarding/Orientation Duties Assign lockers to new employees to provide secure personal storage and reassign lockers.
• Create orientation binders with essential information to support the onboarding process.
• Grant unit-based access to new employees to ensure they have the necessary permissions.
• Conduct welcome meetings to introduce new employees to the team and company culture.
• Provide time and attendance training for new hires.

Knowledge, Skills and Abilities

Proven experience in administrative support or related field. Strong organizational and time management skills. Excellent communication and interpersonal abilities. Proficiency in office management software and systems. Ability to handle confidential information with discretion.

Level characteristics

Minimum Qualifications

Education

High school education or equivalent.

Experience: Two years of administrative support experience of increasing variety and/or complexity

Degrees, licensures, certifications

N/A

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

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Essential Physical Job Functions

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.