Nursing Admin Assistant / Scheduler

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to nursing administration. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Coordinates activities with internal and external customers
• Coordinate daily and long-term staffing schedules for nursing personnel.
• Monitor staffing levels and adjust assignments based on patient census, acuity, and departmental needs.
• Maintain staffing records and schedules.
• Contact and schedule available nurses, nursing aides, agency staff, or float pool personnel to fill vacancies and call-outs.
• Ensure staffing assignments comply with organizational policies, labor agreements, state regulations, and staffing guidelines.
• Communicate staffing changes to nurse managers and supervisors.
• Assist with payroll-related functions, including verifying worked hours and schedule accuracy.
• Support nurse managers with workforce planning and staffing forecasts.
• Utilize staffing and scheduling software to manage employee schedules and staffing resources.
• Respond to urgent staffing shortages and coordinate coverage during emergencies.
• Performs other related duties as assigned consistent with the responsibilities of the position and agency operations.

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

Level I: At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Level II: This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.
Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Candidates must possess sufficient proficiency in the English language to perform the essential functions of the position.

Level I: Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Level II: Education and Experience requirements at this level consist of a bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Some agencies may require frequent job-related travel for certain positions.

Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy. 

Some agencies may require a specific bachelor’s degree or college hours.

Some agencies may prefer a candidate with a specific bachelor’s degree or college hours.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact