HCSS Administrative Associate (HCSS Compliance Office)
*This position requires previous experience in a healthcare setting.
JOB SUMMARY:
To coordinate and directly support the administrative and business management activities of the Heathcare Systems Staffing compliance office.
MAJOR DUTIES / CRITICAL TASKS:
• Contributes to the successful operations of UTMB HealthCare Systems compliance office.
Compliance/Immunizations/Education
- Audit all education reports for staff work clearance
- Email/Call all staff regarding expiring tb, tdap, flu, and credentials-daily
- Manage credentialing/licensing renewals of all staff and update in HCM-daily
- Data entry in database/HCM/Paycom.
- Assist with fit test eval forms
- Manage Database/Paycom data and parameters
- Assist all staff with completing education on the training computers
- Manage Flu start and stop times
- Block/Unblock for compliance of all staff (Note reasons)
- Give POCT access
- Manage and audit annual Online Training due 6/30 (actual due date 8/31)
- Manage and update NSO rotation list
- Update POCT book
- Schedule current staff for orientations to new areas. Ensure sign up for epics, TDSS, trainings, online training, or any accesses are requested/completed
- Update skills in HCM and Directory when current employees have new NSO or work in new areas
- Round on floors to collect compliance
- Update Fit, TB, or other time sensitive forms annually as needed
- Administer Flu cards annually
- Compliance checks for any special licensures/certifications/immunizations
- Complete 30/60/90 report and upload into Teams
Nursing Service Orientation (NSO)
- Escort new staff to assigned area as needed
- Pick up paperwork turned by employees in staffing office-check with staff re: any staffing issues for
- Follows Hiring Timeline process
General
- Prepare mail for market as needed
- Order supplies as needed
- Order annual flu cards
- Manage stock of all badge cards
- Monitor equipment function as needed
- Sign education time sheets after verification of completion and send to timekeeper.
- Ensure all compliance and pertinent Kronos sheets are not sent to the staffing office
- Update Compliance Office schedule as needed
- Manage hallway board for holidays, EOTQ, special announcements
- Make 30/60/90 calls as needed
- Update and maintain shared drive
- Updates Hiring Timeline and Duties list as needed
- All other duties as assigned.
KNOWLEDGE/SKILLS/ABILITIES
• Ability to actively listen and professionally communicate with others to achieve mutual goals.
• Ability to coordinate multiple tasks while meeting established deadlines and quality standards.
• Skilled in customer interactions.
• Ability to provide administrative direction and management to support systems.
• Ability to effectively communicate both verbally and in writing.
• Ability to work independently.
REQUIRED EDUCATION / EXPERIENCE:
• Bachelor's degree, or equivalent combination of education and administrative experience.
EQUIPMENT:
• Standard office equipment including knowledge of various software applications (i.e. Word, Excel, Access, PowerPoint etc.).
PHYSICAL DEMANDS/WORKING CONDITIONS:
• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, hand/ finger dexterity, and type on a computer keyboard. Specific vision abilities required by this job include regularly working on a Visual Display Terminal (VDT), close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Includes intermittent physical activity such as bending, reaching and lifting up to 10 pounds.
• The employee is regularly required to talk or hear.
• Noise level in the work environment is usually moderate.
*This position is a contract role through Healthcare Systems Staffing (HCSS), UTMB's in-house staffing agency. Contract positions do not include UTMB/TRS employee benefits, however, a 401(k) retirement plan is available via employment through HCSS.
