Administrative Assistant - Imaging Admin - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California•Los Angeles, CA

23h•Onsite

About The Position

Provides administrative/secretarial support, including, but not limited to, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed. This role is responsible for coordinating schedules, arranging meetings and appointments, and functioning as a liaison between the Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers, assisting in problem identification and resolution. The position also involves coordination and tracking of work flow, schedules, and projects to ensure timely completion and follow-up. It requires using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner. Maintaining the security of confidential information, such as patient medical records, hospital financial information, salary, staff, and legal information, is crucial. The role includes processing calls from patients, their families, and the general public by assessing urgency and suggesting appropriate referrals or informing the appropriate Administrative Representative(s) when necessary. Additionally, it involves filing and maintaining records pertinent to the functions of immediate executives, assisting with the preparation, coordination, and distribution of materials for Leadership Huddles, and taking and transcribing meeting minutes. Answering phones and triaging calls while maintaining professionalism is also a key responsibility. The role also includes managing and approving Kronos for the Food Services Department, Hospital Operations, and direct reports of assigned executives, as well as generating check requests and Internal Requisitions as assigned. All other duties as assigned.

Requirements

High school or equivalent
3 years previous secretarial experience in healthcare setting
Typing 45-55 words per minute
Ability to operate a computer terminal, Microsoft Office software programs
Ability to communicate clearly, concisely and accurately with people
Ability to organize and manage multiple priorities with many people in a constantly changing environment

Nice To Haves

Medical terminology preferred
Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Responsibilities

Coordinating schedule, including arranging meetings and appointments
Functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution
Coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion
Using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner
Maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature
Processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention
Filing and maintaining records pertinent to the functions of immediate executives
Assisting with the preparation, coordination and distribution of materials pertaining to Leadership Huddle) and minutes taking and transcription of meeting
Answer phones and triage calls to appropriate parties while maintaining professionalism
Managing and approving Kronos for Food Services Department, Hospital Operations and direct reports of assigned executives
Generating check requests and Internal Requisitions as assigned
Perform all other duties as assigned