Business Assistant - ED and Critical Care Units - Full time 8hr - Days

Description

Salary Range: $32.35 - $43.68

ICU/ED Business Assistant Job Responsibilities

Reporting Structure

• ICU: Reports to Erin Brooks
• ED: Reports to Nathan Cotter and Mary Bowron

General Responsibilities

• Respond to emails and voicemails promptly
• Order supplies via eProcurement and Office Max/ODP (ED)
• Maintain and update staff competency files:
  • BLS, ACLS, NIHSS (ICU), PALS (ED)
  • Education certificates, SABA reports, and yearly evaluations
• Track and send reminders for expiring credentials (BLS, ACLS, PALS, NIHSS, Licenses)
• Submit position requisitions and update Position Control Reports (ED only)
• Assist in building and updating core schedules for staff
• Schedule orientations and coordinate with onboarding team
• Process historical edits:
  • Complete and file forms
  • Obtain necessary signatures
  • Scan and email to Payroll
• Bring terminated staff competency files to HR within 24 hours of official notice

Daily Responsibilities

• Input data into the Productivity Report (ED):
  • Sick calls, Kincare, self-cancels
  • OT, DT, ED Leave, In-service hours
  • Admit and psych boarder hours
• Handle daily staffing issues and fill same-day or next-day shift holes
• Contact staff directly (calls/texts/rounding) to fill vacancies
• Enter ADP updates:
  • Shift swaps/exchanges
  • PTO/ETO, Holidays, Ed Leave, In-service time
  • LOA and per diem availability (ICU)
• Reconcile timecards and correct errors before payroll deadlines
• Process approved shift swaps (update ADP, staffing worksheets, recap logs); ensure no OT or back-to-back weekends without approval
• Round in ICU and ED for recaps, returned materials, and staffing needs
• Collect and scan:
  • Daily recaps (to Iron Mountain after 12 months)
  • Charge Nurse Assignment Sheets (to X-drive) (ED)

Weekly Responsibilities

• Email weekly staffing shortage reports
• Print weekly staffing sheets for Nathan (ED) and Erin (ICU) by Tuesday for the following week
• Recruit staff for open shifts as needed during rounds

Biweekly Responsibilities

• Payroll Monday: Complete timecard corrections
• Run and review:
  • Holiday Report – Prevent double holiday payments
  • Sick Call Report – Update absentee tracking and notify managers
• Submit:
  • Absenteeism Report
  • Flex Off Report (ED)
• Track and log Education Day requests; update ADP, calendars, and tracking systems
• Scan signed exception forms to X-drive and send physical copies to Payroll
• Update and print new exception forms for binders

Monthly Responsibilities

• Create, get approval for, and post 4-week unit schedules (assign shifts, Charge RNs)
• Email schedule to staff on contract-determined due date (ED), Post in exception binder (ICU)
• Create core schedules for new hires
• Manage and post SART schedules (ED)
• Manage and post Resource RN schedules (ICU)
• Update ICU/ED unit rosters as needed
• File relevant documentation: core changes, waivers, schedule preferences, sick notes, jury duty, unpaid leave, etc.
• Process holiday payouts after 60 days (if unused)

Vacation Bidding

• Bidding Cycles:
  • Cycle 1 (May 1–Oct 31):
    • Post notice by Feb 1
    • Requests due to manager by Mar 1
    • Final decisions returned by Mar 31
  • Cycle 2 (Nov 1–Apr 30):
    • Post notice by Aug 1
    • Requests due by Sep 1
    • Final decisions returned by Sep 30
• Responsibilities:
  • Send email reminders
  • Collect, organize, and track all requests
  • Meet with managers for approval
  • Highlight approved (yellow) and denied (pink)
  • File decisions into employee mailboxes
  • Update vacation calendars for off-cycle requests
  • Enter approved time off into ADP the month prior to the scheduled vacation
  • Notify employees lacking vacation time that their request is denied and they will be placed back on the schedule (cc manager)

EB 10.24.25

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