Administrative Assistant 26-00049

This position requires a full understanding of and active participation in fulfilling the mission of our client. The employee is expected to demonstrate behavior consistent with our core values: Accountability, Best Practices, Compassion, Synergy, and Integrity. The employee will support our client's strategic plan and participate in and advocate for performance improvement and patient safety activities.

The Administrative Assistant performs a broad range of functions necessary to support the Director and Manager. This position is responsible for supporting the unit environment to maintain smooth daily operations. Under the direction and supervision of the Director and Manager, this role serves as a liaison to various departments for functions relating to the accurate maintenance, processing, and collection of confidential employee and patient-related records and documents.

Responsibilities include, but are not limited to, preparing confidential monthly management and operational reports; maintaining employee competency records; tracking licensure and education; and managing materials essential for accreditation by JCAHO, CLIA, CDPH, CAP, and other regulatory agencies.

This position also provides general clerical support, including meeting planning, preparing agendas and minutes, coordinating conference calls, ordering supplies, filing, organizing, and completing special assignments. Strong interpersonal skills, Microsoft Office proficiency, and professional phone etiquette are essential, as the role interacts with physicians, leadership, Human Resources, staff, nursing, patients, families, and vendors.

Essential Duties

• Maintains confidentiality of all medical, financial, and other sensitive material in printed, electronic, or verbal form that may jeopardize the privacy of patients and/or employees.

• Performs statistical data gathering for the department with a high degree of accuracy and timeliness to support regulatory agency accreditation.

• Maintains department calendars, schedules meetings and conference calls, and coordinates audio-visual equipment and other arrangements as needed.

• Types and distributes meeting agendas and materials.

• Distributes and records accurate meeting minutes.

• Makes travel reservations, coordinates transportation, and arranges catering as needed.

• Answers telephones, routes calls appropriately, and takes accurate messages.

• Opens, routes, and distributes incoming mail and materials as assigned.

• Creates routine correspondence and memorandums.

• Reviews documents for spelling and grammar, ensuring company formatting policies are followed.

• Maintains both paper and electronic filing systems for records, correspondence, and related materials.

• Maintains accurate records for department data, statistics, assets, and other reports.

• Locates and attaches appropriate files to corresponding documents.

• Audits and maintains employee files in accordance with JCAHO and other regulatory requirements, including tracking required licensures, certifications, education, and employee health requirements.

• Maintains purchase orders, invoices, and inventory of unit-specific supplies and equipment.

• Provides service to internal clients and vendors, including order placement, contract submission and tracking, preparing and mailing checks, and verifying orders.

• Monitors inventory levels and ensures adequate office supplies are maintained.

• Minimum of one (1) year of advanced clerical and/or secretarial experience.

• Knowledge and understanding of patient privacy rights.

• Ability to track, manage, and organize projects and clerical responsibilities efficiently and accurately.

• Strong customer service skills with the ability to interact positively across departments.

• Contributes to a safe and effective working environment.

• Demonstrates tact, sensitivity, and discretion.

• Proficiency in using computer programs and Microsoft Office applications.