Administrative Assistant Sr : Purchasing

Hoag•Santa Ana, CA

6d•$24 - $32•Onsite

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. Responsibilities include answering telephone calls and assisting callers, coordinating appointments. Monitor and/or order office supplies as needed as well as keeping supplies organized. Scheduling equipment repair and service. May distribute mail and process incoming/outgoing mail. Schedules various room reservations for meetings and maintains room calendars as requested. Assists in the development of policies and procedures and departmental forms. Maintains up to date unit specific data, logs, and runs reports for management. May support ongoing Programs or special Projects. Acts as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community. Performs other duties as assigned.

Requirements

Serve as the first point of contact, both in person and for incoming calls to the department.
Provide administrative support, playing an important role in the overall success of the department.
Answer telephone calls and assist callers.
Coordinate appointments.
Monitor and/or order office supplies as needed as well as keeping supplies organized.
Schedule equipment repair and service.
May distribute mail and process incoming/outgoing mail.
Schedules various room reservations for meetings and maintains room calendars as requested.
Assists in the development of policies and procedures and departmental forms.
Maintains up to date unit specific data, logs, and runs reports for management.
May support ongoing Programs or special Projects.
Acts as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community.
Performs other duties as assigned.
Event Planning; including representing Hoag FCN at various community and inter-faith events throughout the year.
Coordinating and performing all duties relating to maintaining the Base Hospital database. Includes generating and analyzing administrative performance improvement reports.
On boards all contracted dialysis nurses and ensures compliance with all Hoag contract employee requirements. Collects and manages daily dialysis charge sheets. Reconciles monthly dialysis charges. Works with Finance and dialysis company to correct billing issues.
Coordinating and scheduling Gamma Knife consultations and procedures, assisting the RN with pre and post-op treatment duties.
Policy Management Coordinator.
Create and maintain employee files. Maintain employee licensing data for the dept including updating Pathlore. Maintains Lab Licensure.
Assisting with administrative responsibilities for stroke program; and managing Neuro hospitalists schedule for hospital coverage.
Assists 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.

Responsibilities

Serve as the first point of contact, both in person and for incoming calls to the department.
Provide administrative support to the department.
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 a Hoag Ambassador to patients, visitors, staff, physicians, vendors, and the community.
Perform other duties as assigned.
Event Planning; including representing Hoag FCN at various community and inter-faith events throughout the year.
Coordinating and performing all duties relating to maintaining the Base Hospital database. Includes generating and analyzing administrative performance improvement reports.
Onboarding all contracted dialysis nurses and ensuring compliance with all Hoag contract employee requirements. Collecting and managing daily dialysis charge sheets. Reconciling monthly dialysis charges. Working with Finance and dialysis company to correct billing issues.
Coordinating and scheduling Gamma Knife consultations and procedures, assisting the RN with pre and post-op treatment duties.
Policy Management Coordinator.
Create and maintain employee files. Maintain employee licensing data for the department including updating Pathlore. Maintain Lab Licensure.
Assisting with administrative responsibilities for stroke program; and managing Neuro hospitalists schedule for hospital coverage.
Assisting 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.