Administrative Assistant

AHMC provides management services to AHMC Anaheim Regional Medical Center with 223 beds, Garfield Medical Center with 211 beds, Greater El Monte Community Hospital with 115 beds, Monterey Park Hospital with 102 beds, San Gabriel Valley Medical Center with 273 beds, Seton Medical Center with 357 beds, Seton Medical Center Coastside, a 116-bed skilled nursing facility, and Whittier Hospital Medical Center with 172 beds. The facilities are Medicare and Medi-Cal certified and accredited by The Joint Commission on Accreditation of Healthcare Organizations. The hospitals provide healthcare services reimbursed by Medicare, Medi-Cal, traditional insurance plans, PPO, HMO and under capitated arrangements.

Primary Function

The Administrative Assistant provides administrative support to the Senior Executive Vice President and the Corporate team in performing diversified administrative functions, which includes the maintenance of confidential records.

Responsibilities

Nature and Scope (Essential Functions)

• Maintains confidential records and correspondence in an accurate and efficient manner.
• Responsible for maintaining the Senior Executive Vice President’s calendar and provides timely updates of any changes.
• Prepares, tracks, and maintains, any received requests and maintains the Senior Executive Vice President informed of the status of each request.
• Develops various reports/spreadsheets for assigned projects.
• Coordinates meetings, schedules, and maintains documentation for various programs and projects.
• Assists the Corporate team with different projects, including taking minutes at various meetings.
• Maintains the monthly meeting agenda and compiles meeting information and handouts as well as makes necessary arrangements for presentations.
• Prepares agenda items and action plan for follow-up items as needed.
• Reconciles and processes checks requests, expenditures, and invoices for payment in a timely manner.
• Prepares and submits monthly expenditures for Senior Executive Vice President.
• Maintains inventory of department supplies and orders approved expenditures.
• Purges corporate documents and coordinates the transfer to storage as needed.
• Issues ID badges for timekeeping and parking access.
• Abides by Code of Conduct and HIPAA compliance.
• Understands and complies with all policies and procedures.
• Interacts with all levels of employees at all facilities with professionalism, courtesy and excellent customer service.
• Performs other duties as assigned or required.

Qualifications

• Bachelor’s degree in business preferred.
• 1-2 years’ experience as an administrative assistance in healthcare environment preferred or 2-3 years performing administrative duties.
• Must be computer literate and proficient with Microsoft Outlook, Word, Excel, and PowerPoint.
• Must have excellent communication, teamwork, and customer service skills.
• Knowledge of HIPAA and privacy regulations.
• Possess excellent customer service skills and communication skills.
• Ability to communicate effectively with internal and external resources.
• Ability to work independently and to maintain confidentiality at all times.
• Must possess excellent human relation skills.
• Must possess excellent critical thinking skills.
• Possess strong organizational skills with ability to multi-task, and prioritize workload.
• Ability to interpret, prepares, and present reports to management in both written and oral formats.
• Ability to make presentations, design and provide training education to staff and management.

Accountability

• The incumbent is responsible for the recordkeeping of the department.
• The incumbent is responsible for directing the development and coordination of specific projects assigned.
• This position is responsible for promoting an environment of teamwork with all members of the organization.
• The incumbent is responsible for assuring the assigned projects are completed in a timely and efficient manner.
• The incumbent is responsible for developing and training staff as necessary in order to execute new programs, and/or initiatives.
• The incumbent is responsible for coordinating with internal and external resources to ensure the success of the assigned projects.
• This position is responsible for assuring all stakeholders are well informed and have the tools necessary to execute as needed.
• The incumbent is accountable for communicating to immediate supervisor of any possible issues which may arise in order to proactively develop an action plan to minimize or eliminate the issue.
• The incumbent is responsible for acting in an ethical manner at all times.
• The incumbent is accountable for maintaining confidentiality.
• The incumbent is responsible for complying with all company policies and procedures.
• The incumbent is responsible for complying with all local, state, and federal laws.