Administrative Assistant night shift location

Southern California Hospitals • Part-time • 8h ago

Position Summary

The Administrative Assistant provides both clerical and high level administrative support. Gathers, organizes and maintains information for efficient access, and develops and maintains spreadsheets and reports. Serves on several committees and prepares minutes, communicates policies and procedures, and secures clarification as needed. Coordinates and maintains detailed calendars. Drafts, edits and/or writes a variety of documents on behalf of others or for own signature. Coordinates and performs a broad range of clerical / support / reception functions in the department. Follows all visitor protocols. Ensures that requests for information and services are accurately responded to in a timely and appropriate manner.

Required Qualifications

High School Diploma or Equivalent
Two years of related office, business or administrative experience
Must demonstrate customer service skills appropriate to the job
Must be able to read, write and communicate effectively in English
Computer literacy and proficiency
Ability to establish and maintain effective working relationships across
Understanding of basic medical terminology
Ability to maintain a work pace appropriate to the workload
Ability to multitask and prioritize needs to meet timelines

Preferred Qualifications

Bilingual skills to communicate effectively with patients and families
Previous experience in an administrative/executive assistant role
Associates or Bachelors Degree

Physical Requirements

These are requirements normally expected to perform regular job duties. Reasonable accommodations may be made in compliance with the Americans with Disabilities Act of 1990, and applicable, state and local law, to enable individuals with disabilities to perform the essential functions. Incumbent must be able to successfully perform all of the essential functions of the job with or without reasonable accommodation.

Standing - Occasionally
Walking - Frequently
Sitting - Constantly
Reaching with Hands and Arms - Occasionally
Climb or Balance - Occasionally
Stooping, Kneeling, Crouching, or Crawling - Occasionally
Talking - Frequently
Hearing - Constantly
Seeing - Constantly
Performing repetitive motions with arms or hands - Constantly
Lifting, carrying, pushing or pulling up to 10 lbs - Constantly
Lifting, carrying, pushing or pulling up to 25 lbs - Frequently
Lifting, carrying, pushing or pulling up to 50 lbs - Frequently
Lifting, carrying, pushing, or pulling greater than 50 lbs - Frequently
Driving - None

Essential Job Functions/Major Areas of Responsibility

The essential functions below are not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.

Prepares documents and correspondence, demonstrating excellent writing, editing, proofreading skills. Effectively coordinates activities associated with meeting management, travel arrangements, transcription of minutes, and follow-up. Effectively manages calendars for others and schedules meetings/appointments and events on their behalf.
Interfaces with staff, including Medical Staff, and other members of department/administrative team to serve as a liaison for hospital/department administrator, when necessary. Maintains awareness of all hospital and Corporate Policies and Procedures. Ensures that requests for information are accurately responded to in a timely and appropriate manner. Maintains confidentiality and ensures HIPAA compliance. Appropriately follows all visitor protocols.
Engages in caring behaviors, taking conscious ownership for work and takes a proactive, deliberate, and thoughtful actions regarding work activities. Demonstrates appropriate use of independent judgement and decision making. Demonstrates excellent customer service at all times.
Performs reception functions, including excellent telephone coverage. Effectively uses all applicable computer and office systems/procedures to coordinate documentation, data, and information to ensure timely communication and smooth operations. Ensures appropriate inventory of supplies and proper functioning of equipment. Completes filing in timely manner. Ensures the work area is clean, clutter free, and organized.

Core Organizational Values

We are a coordinated network of hospitals, affiliated medical groups and ancillary health care services working for the benefit of every person who relies on and trusts us for care. Our comprehensive networks aim to provide coordinated, personalized care. Through our affiliated networks, we strive to provide a healing environment and quality care by demonstrating the following organizational core values:

ACCOUNTABILITY: We honor our commitments and focus on "how it can be done".