Administrative Assistant Senior, Clinical Research Digestive Health

Hoag•Newport Beach, CA

12d

About The Position

The Sr Administrative Assistant will serve as the first point of contact, both in person and for incoming calls to the department. This person will provide administrative support, playing an important role in the overall success of the department. Hoag Memorial Hospital Presbyterian is a nonprofit regional health care delivery network in Orange County, California, consisting of three acute-care hospitals with sixteen urgent care centers, eleven health centers and a network of more than1,800 physicians, 100 allied health members, 8,000 employees, and 2,000 volunteers. More than 30,000 inpatients and 550,000 outpatients choose Hoag each year. For over 70 years, Hoag has delivered a level of personalized care that is unsurpassed among Orange County’s health care providers. Since 1952, Hoag has served the local communities and continues its mission to provide the highest quality health care services through the core strategies of quality and service, people, physician partnerships, strategic growth, financial stewardship, community benefit and philanthropy. Hoag offers a comprehensive blend of health care services including six institutes providing specialized care in the areas of cancer, heart and vascular, neurosciences, women's health, orthopedics, and digestive health through our institutes. Hoag was the highest ranked hospital in Orange County in the 2024-2025 U.S. News &World Report, the only Orange County hospital ranked in the top 10 for California. The organization was ranked the #5 hospital in the Los Angeles Metro Area and the #10 hospital in California. Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.

Requirements

Administrative support experience
Experience with coordinating appointments
Experience with ordering office supplies
Experience with scheduling equipment repair and service
Experience with mail distribution and processing
Experience with scheduling room reservations and maintaining calendars
Experience with developing policies and procedures
Experience with maintaining data, logs, and running reports
Experience supporting programs or special projects
Experience acting as an ambassador to patients, visitors, staff, physicians, vendors and the community
Experience assisting with confidential disclosure agreements
Experience tracking IRB Renewals and assisting with IRB reviews
Experience obtaining signatures for budgets, MCA's and professional service agreements

Responsibilities

Serve as the first point of contact, both in person and for incoming calls to the department.
Provide administrative support.
Answer telephone calls and assist callers.
Coordinate appointments.
Monitor and/or order office supplies as needed and keep supplies organized.
Schedule equipment repair and service.
Distribute mail and process incoming/outgoing mail.
Schedule various room reservations for meetings and maintain room calendars.
Assist in the development of policies and procedures and departmental forms.
Maintain up-to-date unit specific data, logs, and run reports for management.
Support ongoing Programs or special Projects.
Act as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community.
Perform other duties as assigned.
Assist Regulatory and Financial specialists with review of confidential disclosure agreements.
Track IRB Renewals, send reminders, and assist with IRB reviews.
Obtain signatures for budgets, MCA's and professional service agreements.