Assistant Administrative Officer/Medical Records Specialist

Global Information Technology Inc.

  • Cranston, RI
  • Permanent
  • Full-time
  • 7 days ago
  • Apply easily
Position Summary:The Confidential Secretary provides essential high-level administrative and clerical support to the Nurse Manager through a variety of tasks related to organization, communication, and documentation spanning a wide range of developing initiatives at Eleanor Slater Hospital. This position requires a highly organized, confident, and self-directed individual capable of managing multiple priorities independently while maintaining a high standard of accuracy, professionalism, and discretion. The ideal candidate is resourceful, a good problem solver, and organized with the ability to work independently. The successful candidate will also be a forward-thinking communicator, comfortable using modern tools to enhance staff engagement and promote the needs of the nursing department through professional branding and marketing efforts.Responsibilities:
  • High level computer competency with motivation to learn new programs.
  • Strong attention to detail and accuracy in all aspects of work.
  • Ability to work independently and make sound judgments within scope of responsibility.
  • Requires high level discretion when handling sensitive information.
  • Helps ensure compliance with legal and regulatory confidentiality requirements.
  • Professional demeanor with the ability to manage competing priorities efficiently.
  • Screens calls, visitors, and information requests with an understanding of what can and cannot be shared.
  • Respond to inquiries while exercising judgment in prioritizing sensitive issues; relay messages promptly.
  • Advanced proficiency in development of internal communications, staff announcements, and professional presentations using platforms such as Microsoft Office and Canva.
  • Design visually engaging materials for job fairs, recruitment events, bulletin boards, and hospital communications.
  • Assist in developing and implementing strategies to enhance staff engagement through newsletters, recognition boards, flyers, and digital communications.
  • Manage promotional content for the nursing department in coordination with hospital guidelines to support recruitment and awareness.
  • Monitor unit shared drives and calendars to ensure accuracy and up-to-date information.
  • Track and assist with performance evaluations, time and attendance monitoring, and employee compliance reports for Nurse Manager.
  • Must become familiar with organizational policies, especially around privacy (e.g., HIPAA in healthcare, labor relations in government, etc.).
  • Helps ensure compliance with legal and regulatory confidentiality requirements.
  • Credentialing and onboarding contract and state employees.
  • Manage and maintain the Nurse Manager's schedule.
  • Facilitate timely communication between the Nurse Manager and interdisciplinary team members, hospital leadership, and external contacts.
  • Prepare correspondence, reports, and other documents as needed.
  • Prepare agendas and attend meetings to record minutes.
  • Compile, transcribe, and distribute minutes of confidential meetings.
  • Maintain confidentiality of all organizational information in accordance with HIPAA.
  • Maintains confidential files and secure storage systems involving records related to grievances, investigations, or strategic planning.
  • Greet and assist patients, visitors, and staff in courteous and professional manner.
  • Serve as a resource for unit staff regarding administrative procedures and documentation processes as the department evolves from paper to electronic record keeping.
  • Maintain a proactive and solutions-oriented approach to problem-solving within the scope of responsibility.
  • Collect, organize, prepare and process timesheets and payroll information.
  • Do related work as required.
Required Experience and Skills:
  • High level proficiency with Microsoft Office (PowerPoint, Word, Outlook, Excel)
  • Previous experience with electronic medical records is a plus.
  • Experience with job fair planning or healthcare recruitment.
  • Strong interpersonal and communication skills
  • Strong organizational skills and attention to detail
  • Ability to maintain confidentiality of records and information requiring high level of discretion.
Client Name: RI BHDDHPosition: OnsiteNotes: Medical onboarding is required (Immunization)Please submit resume, RTR along with Covid Vaccine Proof.

Global Information Technology Inc.