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Medical Secretaries
Ref No.: 26-00829
Location: Blvd Jamaica, New York
Position Type:Contract
Start Date / End Date: 04/01/2025 to 03/31/2026
Position: - Nursing Office Secretary / Staffing Coordinator
Location:-NYS Veterans Home at St.Albans 178-50 Linden Blvd Jamaica, NY 11434

Job description:-
1. Computer & Technology Skills (CRITICAL)
  • A Nursing Office Secretary / Staffing Coordinator must be highly computer-literate and comfortable with multiple systems that can work interchangeably cooperatively in the Nursing office.
Required Computer Skills:
  • Proficient use of desktop and laptop computers
  • Ability to multitask across multiple software platforms
  • Fast and accurate data entry
  • Microsoft Office Skills:
  • Microsoft Outlook
  • Professional email communication
  • Calendar and meeting management
  • Microsoft Word
  • Creating memos, reports, policies, and correspondence
  • Microsoft Excel (ESSENTIAL)
  • Creating and updating staffing spreadsheets
  • Using formulas (SUM, IF, COUNT)
  • Sorting and filtering data
  • Tracking:
  • Staffing levels
  • Callouts
  • Overtime
  • Agency usage
  • Vacancies
  • Generating reports for DON, HR, and Administration
  • Why this matters: Accurate spreadsheets support staffing compliance and survey readiness (F725, F726).
2. Staffing & Scheduling Skills
  • Develop and maintain staffing schedules for all shifts
  • Understand RN/LPN/CNA ratios and skill mix
  • Adjust schedules based on census and acuity
  • Track callouts, replacements, and overtime
  • Minimize agency usage when possible
  • Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance
  • Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due
  • Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources
3. Regulatory & Policy Knowledge
  • Basic knowledge of CMS staffing regulations
  • Understanding of facility policies and union rules
  • Awareness of survey expectations and staffing audits
4. Organizational & Time Management Skills
  • Prioritize tasks effectively
  • Maintain accurate and up-to-date records
  • Meet deadlines consistently
  • Handle multiple urgent requests simultaneously
5. Communication & Interpersonal Skills
  • Clear, professional verbal and written communication
  • Will take minutes for Nursing meetings and report to DON/ADON
  • Will monitor schedule meeting for DON / Nursing department
  • Ability to interact with nursing staff, leadership, HR, and administration
  • Proper escalation of staffing issues to DON/ADON
6. Problem-Solving & Critical Thinking
  • Quickly identify staffing gaps
  • Propose workable solutions
  • Anticipate staffing needs
  • Identify patterns and trends in staffing challenges
7. Attention to Detail & Accuracy
  • Preventing scheduling errors
  • Ensure accurate timekeeping and staffing documentation
  • Verify credential and assignment accuracy
8. Confidentiality & Professionalism
  • Maintain confidentiality of personnel and staffing information
  • Comply with HIPAA and HR confidentiality standards
  • Always demonstrate ethical behavior
9. Teamwork & Collaboration
  • Work closely with DON, ADON, supervisors, and HR
  • Support leadership decisions
  • Respect chain of command
  • Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements
  • Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation
  • 10. Reliability & Stress Management
  • Remain calm under pressure
  • Handle staffing emergencies professionally
  • Dependable and accountable
PREFERRED (BONUS) SKILLS
  • Experience with staffing software (eVital, Kronos, or SmartLinx,
  • Familiarity with payroll systems
  • Previous healthcare or nursing home experience
  • Note: Will perform duties as assigned by DON/ADON