Admin Assistant - SCMG - Spectrum Center Blvd - Day - Full Time

Sharp HealthCare•San Diego, CA

22d•Onsite

About The Position

Performs administrative assignments under minimal supervision. This role involves providing comprehensive administrative support, including composing correspondence, managing data and records, coordinating meetings, and ensuring department efficiency. The ideal candidate will be detail-oriented, flexible, and possess strong organizational and time management skills, with advanced computer proficiency in Microsoft 365 Office Suite and Microsoft Teams being preferred.

Requirements

H.S. Diploma or Equivalent
3 Years secretarial experience.
Must be detail oriented, flexible and adaptable to a variety of situations.
Strong organizational and time management skills with ability to prioritize assignments.
Advanced computer skills including Microsoft 365 Office Suite and Microsoft Teams preferred.

Responsibilities

Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested.
Drafts complex documents from abstract ideas and general information.
Researches and gathers data from various sources and generates special projects/reports/summaries.
Report generation may involve analyzing statistics and preparing spreadsheets.
Navigates the Sharp Intranet site.
Reviews and edits materials as requested.
Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately.
Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.
Develops and maintains data using appropriate computer applications.
Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.
Maintains confidentiality of information and records per guidelines.
Completes department specific forms, records and data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).
Communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, etc.
Responds with courtesy and patience to calls/visitors who may be angry, distraught etc.
Problem solves as appropriate or directs to appropriate resource.
Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages.
Acts on requests for customer assistance.
Answers phones, transfers calls and performs service recovery where appropriate.
Communicates effectively with all levels of staff and uses the chain of command.
Communicates direct supervisor(s) instructions or desires to various department and individuals.
Maintains organized and orderly workspace.
Orders supplies, forms and equipment, maintains stock per guidelines.
Completes requisitions and obtains necessary authorizations.
Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.).
Resource person within department and across Sharp system.
Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned.
Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned.
Coordinates office moves, space modifications, computer access, and other operational change management as assigned.
Schedules meetings and related resources and confirms participants.
Prepares agenda and attachments, attends and takes minutes for meetings as directed.
Coordinates schedule of designated individual(s) using appropriate computer application, ensures schedule is current and without conflicts.
Schedules special functions and travel arrangements as directed, following organizational guidelines.