Administrative Assistant, Operations

SAC Health System • San Bernardino, CA

36d • Onsite

About The Position

The Administrative Assistant provides clerical support to department leadership and as directed by department head. Maintains departmental files for the department, including maintenance of communications, correspondence, meeting minutes and agendas. Assists with compilation of monthly reports, editing and updating program-specific guidelines and documents, ordering supplies. Performs all other duties as assigned by the department leadership. This position may be required to travel and work occasional weekends, representing the department at community events. This position may be required to travel and work occasional weekends, representing the department at community or organizational events. Schedule: 4 days per week, 10 hours per day, Mon-Thur 7am-5:30pm 30min Lunch | Location: Brier Clinic, San Bernardino CA

Requirements

• Education: High School Diploma or equivalent required.
• Licensure/Certification: Valid CA driver license, maintain good driving record and active auto insurance.
• Experience: Minimum two (2) years working in an administrative capacity required.
• Essential Technical/Motor Skills: Proficient in people skills, verbal and written communication, computer data input, word processing, typing, scheduling appointments, and telephone skills. Proficiency in motor skills, hand-eye coordination, dexterity, manual skills mandatory.
• Interpersonal Skills: Able to work with people in a tactful and diplomatic manner. Relates well with staff, students, residents, faculty, administration, and others. Able to deal with conflict and criticisms objectively. Able to communicate with large number of people present exercising good judgment in sensitive and confidential matters.
• Essential Mental Abilities: Must be self-starter and able to take initiative to accomplish tasks. Ability to work independently, exercise independent judgement, while maintaining good boundaries, is necessary. Ability to multi-task, coordinating several projects simultaneously. Able to complete work, tasks or projects with competing deadlines on time. Strong organizational skills are critical.
• Work Eligibility: Must be legally authorized to work in the United States on a full-time basis. Must not now or in the future require sponsorship for employment visas.

Nice To Haves

• AA/AS degree preferred.
• Healthcare clerical or administrative experience preferred.

Responsibilities

• Assists in the development, maintenance, and tracking of departmental files.
• Provides admin support for department leadership including preparing reports, updating, and maintaining spreadsheets, documents, and workflows.
• Responsible for department supply ordering and inventory.
• Maintain department electronic files and share drives.
• Department files: staff competencies, new and existing workflows, maintains departmental-related spreadsheets, contact groups, and projects.
• Maintains department share drive, ensuring folders are up to date.
• Prepares reports for department leadership.
• Responsible for setting up department meetings or conferences in advance. Set up meeting rooms and order lunches for various meetings and training for department staff and as needed throughout the organization. Prepares materials for staff members before meetings, sends out reminders, prepares agendas, takes minutes, and prepares minutes for distribution to members.
• Edits, updates, and maintains department documents including guidelines, forms, and policies. official department guidelines, forms, and policies as it relates to the Department.
• Works closely with other department Administrative Assistant(s) to ensure departmental policies are up to date.
• Maintains department master calendar and schedules meetings. Schedules appointments and maintains the calendar for department leadership. Schedules meetings and interviews.
• Assists with department and regulatory audits. Assists with completing or obtaining data for audits and audit-related requirements.
• Responsible for maintaining department binders and literature. emergency preparedness binders for the department, including maintaining and updating orientation binders.
• This position may be required to travel and work occasional weekends, representing the department at community events; must have a reliable vehicle, valid driver's license, and auto insurance.
• Assists with completing administrative forms and documents related to staffing.
• Verifies department communication for accuracy. Assists in editing electronic communication from department leaders.
• Other duties as outlined in the official job description.

Benefits

• Full Benefits Package
• Industry Leading PTO Accrual (accrued per pay period)
• Sick Leave
• Paid Holidays
• Paid Jury Duty, Bereavement
• SAC Health Covers approximately 85% of Team Member health premium costs (may vary w/benefit plan selection)
• Retirement - up to 8% employer contribution
• Continuing Education and Learning Benefits
• Annual Mission Trip and much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Social Assistance
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees