Position Summary

The NICU Desk Associate serves as the first point of contact for NICU parents, families, visitors, and healthcare team members. This role provides both direct and indirect patient care support under the supervision of a Registered Nurse while also performing clerical, receptionist, patient support, inventory management, and unit coordination duties.

The ideal candidate is detail-oriented, compassionate, organized, and thrives in a fast-paced healthcare environment. This role offers meaningful interaction with newborns, families, nurses, physicians, and support departments throughout the hospital.

Schedule

• Day Shift: 6:00 AM - 6:30 PM
• Combination of weekday and weekend shifts
• Must be available to work a minimum of 24 hours per week

Why This Position Is Great for Future NICU Nurses

• Gain exposure to the NICU environment and neonatal patient care workflows
• Work closely with experienced NICU nurses and physicians
• Build knowledge of medical terminology, documentation, and patient care processes
• Develop professional communication and healthcare coordination skills
• Strengthen your resume for future RN, NICU RN, or pediatric nursing opportunities
• Learn how a multidisciplinary neonatal care team collaborates to provide exceptional patient care

Key Responsibilities

Family & Patient Support

• Serve as the primary welcoming presence for NICU families and visitors
• Assist in creating a compassionate, supportive environment for newborns and their families
• Promptly communicate patient and family needs to nursing staff
• Support patient admissions, transfers, and discharge processes
• Prepare patient care areas for admissions

Clerical & Administrative Support

• Answer multiple phone lines and route calls efficiently
• Receive and relay messages to appropriate staff members
• Process new and revised physician orders
• Maintain patient records and ensure documentation is complete and accurate
• Assemble admission packets, education materials, and NICU family resources
• Retrieve, organize, and maintain prenatal, referral, consent, and hospital records
• Manage census records and patient tracking systems
• Enter, update, and retrieve information from hospital computer systems
• Process departmental billing and charge entry functions
• Coordinate communication with ancillary departments and healthcare teams

Unit Operations & Supply Management

• Monitor, organize, and restock supplies throughout the NICU
• Prepare patient rooms and admission spaces
• Maintain chart forms, paper supplies, and department resources
• Deliver and transport equipment and supplies throughout the hospital
• Assist with inventory management and cost-conscious supply usage
• Support quality control and unit readiness activities

Equipment & Instrument Support

• Clean, disinfect, prepare, and organize equipment, instruments, and supplies according to hospital policy and manufacturer guidelines
• Inspect equipment and identify items requiring repair or replacement
• Coordinate equipment distribution, transportation, and maintenance processes
• Ensure proper handling of clean and soiled supplies

Environment of Care

• Help maintain a clean, safe, and organized NICU environment
• Perform daily, weekly, and monthly cleaning duties as assigned
• Maintain workstations, support areas, and patient care spaces
• Ensure equipment is cleaned, tested, and functioning properly

Qualifications

Education

• High School Diploma or equivalent required

Experience

• Previous Nurse Assistant, Patient Care Assistant, Unit Secretary, Medical Office, or other healthcare experience preferred
• Familiarity with medical terminology and healthcare documentation processes preferred

Technical Skills

• Basic computer skills required
• Ability to learn hospital information systems and department-specific software

Certifications

• Current American Heart Association (AHA) Healthcare Provider CPR card preferred
• Must obtain certification within the probationary period if not currently certified

Desired Skills & Attributes

• Exceptional customer service and communication skills
• Ability to multitask and prioritize in a fast-paced environment
• Strong attention to detail and accuracy
• Professional, compassionate, and family-centered approach
• Ability to work effectively with newborns and their families
• Dependable attendance and strong work ethic
• Team-oriented mindset with a willingness to help wherever needed
• Adaptability and eagerness to learn new skills

Working Conditions

• Exposure to a busy NICU environment
• Frequent interaction with infants, families, physicians, nurses, and support staff
• High exposure risk to blood and body fluids
• May be required to transport items throughout the hospital
• Must meet unit-specific physical requirements
• May be required to work varying days and weekends based on patient care needs

If you're a nursing student interested in building your healthcare experience and exploring a future career in NICU nursing, this position offers an outstanding opportunity to learn, grow, and make a meaningful impact on babies and their families every day.