Administrative Assistant II

Sutter Health • Oakland, CA

2d • Onsite

About The Position

Provides a variety of professional clerical and administrative support to a manager level leader. The Administrative Assistant II provides comprehensive administrative and operational support to Interventional Radiology (primarily) and the Cardiac Catheterization Lab. This role serves as a central coordinator for procedural workflow, staff scheduling, and interdepartmental communication across both ABSMC Berkeley and Oakland campuses. The position requires strong organizational skills, the ability to manage dynamic clinical schedules, and close collaboration with proceduralists, nursing leadership, and ancillary departments to ensure efficient and safe patient care operations.

Requirements

• High school diploma or equivalent required
• Possess written and verbal communications skills to communicate with fellow team members, supervisors, patients, and other personnel.
• Well-developed time management and organizational skills, including the ability to prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
• Basic knowledge of computer applications, such as Microsoft Office Suite (Word, Excel and Outlook), EPIC, and related information systems.
• Interpret a variety of data and instructions, furnished in written, oral, diagram, or schedule form.
• Prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
• Work independently, as well as be part of the team, including accomplishing multiple tasks in an environment with interruptions.
• Identify, evaluate and resolve standard problems by selecting appropriate solutions from established options.
• Ensure the privacy of each patient’s protected health information (PHI).
• Build collaborates relationships with peers and other staff members to achieve departmental and corporate objectives.

Nice To Haves

• Associate or bachelor’s degree preferred
• Prior experience in a healthcare administrative or procedural setting strongly preferred
• Experience with electronic health records (EHR) systems and scheduling platforms
• Strong organizational and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work in a fast-paced, high-acuity clinical environment
• 1 year administrative support experience at the department or manager/director level.
• Familiarity with IR and/or Cath Lab workflows
• Experience supporting multi-site or multi-campus operations
• Proficiency in Microsoft Office and healthcare scheduling systems

Responsibilities

• Coordinate and monitor daily IR and Cath Lab procedure schedules, with primary focus on IR
• Track and communicate real-time schedule changes, delays, and add-on cases
• Ensure alignment of procedure room availability, staffing, and equipment needs
• Support procedural throughput by anticipating workflow bottlenecks and escalating issues appropriately
• Assist in streamlining coordination of care for patients referred from the ABSMC Cancer Center for IR procedures, ensuring timely scheduling, communication, and procedural readiness
• Develop, maintain, and adjust staff schedules in collaboration with leadership and charge RNs
• Track time-off requests, staffing gaps, and coverage needs
• Assist with call schedules and ensure appropriate staffing for after-hours and urgent cases
• Serve as a primary point of contact between IR proceduralists (physicians and advanced practice clinicians), IR and Cath Lab teams, and charge RNs
• Facilitate timely communication across multidisciplinary teams, including anesthesia, nursing, and support staff
• Coordinate with inpatient units, outpatient clinics, the Cancer Center, and referring providers regarding scheduling and procedural logistics
• Oversee and coordinate procedural room utilization across ABSMC Berkeley and Oakland campuses
• Ensure consistency in scheduling processes and communication between sites
• Assist with cross-campus resource allocation and operational alignment
• Maintain accurate procedural logs, schedules, and tracking systems
• Generate reports related to volume, utilization, and operational metrics as needed
• Support adherence to regulatory, safety, and institutional policies
• Assist in tracking quality metrics, incident reporting, and follow-up actions
• Participate in process improvement initiatives to enhance workflow efficiency and patient experience
• Provide general administrative support to IR and Cath Lab leadership
• Assist with supply coordination and inventory tracking as needed

Benefits

• Eligible positions also include a comprehensive benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED