Secretary III - Nursing Administration - Per Diem/Varied in Lancaster, CA at Antelope Valley Hospital

Date Posted: 7/22/2020

Job Snapshot

Job Description

Job Objective:

Under the direction of the Business Manager of Nursing Services, performs a wide variety of complex duties requiring a high degree of accuracy, with latitude for independent initiative and judgment and provides technical and secretarial assistance in planning, organizing, and controlling the work flow in order to accomplish the objectives of the department.  In addition, mains the systems in which hospital staffing will be monitored, assessed and determined.

Essential Duties and Responsibilities:

  1. Nursing Office Responsibilities
    1.  Performs all normal secretarial duties in support of the department
    2. Involved with heavy typing, scanning, filing phones, shredding, copying, faxing and emails.
    3. Actively participates, updates and maintains policy and procedure manuals; including by not limited to archiving, formatting and distribution.
    4. Assists patients, family members, visitors, doctors, nurses, volunteers or employees with inquiries; including routing complaints to Patient and Guest Relations.
    5. Coordinates staffing needs in the department or unit or assists staffing office after hours.
    6. Coordinates death intake, legal next of kin, DPoA, Coroner’s cases, Public Administrator referrals, Kern County, fetal demise, autopsies, body holding area, One-Legacy and mortuaries with appropriate personnel.
    7. Prints all medical record for patients transferring out of facility and maintains transfer log.
    8. Maintains physician phone numbers and suspension list
    9. Maintains dialysis batching slips and routes to designee
    10. After hours and weekends surgery scheduling 
  2. Staffing Office Responsibilities
    1.  Maintains shift change report cards
    2.  Systems coordinator for computerized centralized staffing/acuity system
    3.  Completes data entry necessary to support nursing department scheduling needs with accuracy.
    4. Coordinates staffing needs in the nursing departments
    5. Allocates, reallocates and call in relief staff to fill vacancies on the nursing units
    6. Works in close collaboration with House Supervisors and department Directors to meet demands of the department and determine appropriate staffing needs per shift
    7. Runs reports, analyzes and displays data and makes staffing recommendations based on data analysis.
    8. Coordinates with departments to ensure data accuracy and completeness
    9. Processes appropriate staffing paperwork
    10. Responsible for knowing, complying and working within nursing union contract guidelines.
    11. Attends daily bed meetings.
    12. Ensures integrity of staffing is done by both nursing acuity and ratio (matrix)

Non-Essential Duties:

  • Handles and distributes incoming and out-going mail.
  • Provides training to new employees
  • Performs other duties or projects as assigned 

Knowledge, Skills and Abilities: 


  • Knowledge of English usage, spelling, grammar and punctuation
  • Knowledge of medical terminology
  • Knowledge of secretarial procedures 


  • Skilled in usages of computers and programs in a hospital setting
  • Skilled usage of MS Office applications
  • Strong communication and organizational skills
  • Good planning, time management and decision-making skills.
  • Good analytical and problem-solving skills
  • Excellent interpersonal skills and strong customer focus 


  • Ability to type 50 WPM
  • Ability to adapt to department change and be flexible in working hours
  • Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors
  • Demonstrated ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy
  • Demonstrated ability to exhibit a high level of confidentiality 

Core Competencies: All AVH employees will effectively demonstrate these behaviors:


Action Oriented

Customer Focused


Effective Communication 


Ethics & Values

Integrity & Trust

Education and Experience:


  • HS Diploma or GED required


  • 1-2 years of prior secretarial experience
  • Previous hospital staffing experience preferred

Required Licensure and/or Certifications:

  • None 

AVH Conduct/Compliance Expectations:

  • Ability to adhere with AVH Leaves of Absence Policy
  • Ability to adhere with AVH Paid Time Off (PTO) Policy
  • Ability to adhere with AVH Recording of Hours Worked Policy
  • Ability to adhere to the department dress code
  • Ability to organize work and establish priorities
  • Ability to expand on own initiative in performance of duties
  • Skill and ability to follow the telephone etiquette/standards
  • Conforms to AVH Standards of Excellence
  • Ability to function effectively under pressure and meet time parameters
  • Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
  • Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
  • Ability to maintain the confidentiality of patient, hospital and department information
  • Ability to adhere to safety rules and regulations
  • Safely and effectively uses all equipment necessary to carry out duties
  • Ability to interpret and function under hospital and department policies and procedures
  • Conforms with required and appropriate Joint Commission requirements
  • Conforms with and supports hospital quality assurance and improvement guidelines
  • Ability to participate effectively in department and hospital staff education
  • Display a willingness to work as a team player
  • Ability to give and support the highest level of patient/customer satisfaction at all times
  • Supports and adheres to the values and mission statement established by the AVH Board of Directors

Ability to demonstrate knowledge and understanding of Corporate Compliance rules and regulations, complies with duty to report behavior standard, demonstrates understanding of purpose for Corporate Compliance hotline and importance of seeking guidance from a supervisor when in doubt regarding a possible corporate compliance issue. 

Key Physical Requirements and Working Conditions:

  • Work is performed in a fast paced office environment
  • Work requires frequent visits to conference/office locations within the hospital and at outlying departments & facilities.
  • Must be able to used standard office equipment, sit, and walk to meetings.
  • Able to lift/carry up to 10 pounds

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

Looking for an opportunity to work in healthcare the way you always dreamed you could? At Antelope Valley Hospital, our employees are at the heart of what we do best – delivering high quality, patient-centered healthcare.

Antelope Valley Hospital, a 420 bed acute care facility, located just 60 miles north of Los Angeles, the Antelope Valley is one of Southern California’s fastest growing communities. We are a Level II Trauma Center and Joint Commission Primary Stroke Center Accredited. Serving the community for over 50 years, our non-profit hospital has grown to be the preeminent healthcare facility for our district’s nearly 1.2 million residents. 

An Equal Opportunity Employer.