Administrative Assistant Sr : Purchasing

Hoag•Santa Ana, CA

21h

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. Specific duties may vary depending on the department, including responsibilities for Faith Community Nursing, Paramedic services, CCU, Gamma Knife, HOI Med Surg Joint, Irvine Lab Administration, Neuroscience Administration, and Hire & Clinical Research.

Requirements

High School Graduate or equivalent
Working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems
Minimum 2-4 years' experience required
BLS – Basic Life Support (AHA) required within 6 months of hire

Nice To Haves

Bachelor’s degree in healthcare-related field preferred
Three (3) years’ administrative support experience in a corporate environment preferred

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.
For Faith Community Nursing: Be an integral team member involved with all aspects of Event Planning, including representing Hoag FCN at various community and inter-faith events.
For Paramedic: Coordinate and perform all duties relating to maintaining the Base Hospital database, including generating and analyzing administrative performance improvement reports.
For CCU: Onboard all contracted dialysis nurses and ensure compliance with all Hoag contract employee requirements. Collect and manage daily dialysis charge sheets. Reconcile monthly dialysis charges. Work with Finance and dialysis company to correct billing issues.
For Gamma Knife: Coordinate and schedule Gamma Knife consultations and procedures, assisting the RN with pre and post-op treatment duties.
For HOI Med Surg Joint: Policy Management Coordinator.
For Irvine Lab Administration: Create and maintain employee files. Maintain employee licensing data for the department, including updating Pathlore. Maintain Lab Licensure.
For Neuroscience Administration: Assist with administrative responsibilities for the stroke program and manage Neuro hospitalists schedule for hospital coverage.
For Hire & Clinical Research: 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.