Administrative Assistant - Surgery - Full Time 12 Hour Nights (Non-Exempt) (Non-Union)

Keck Medicine of USC • Los Angeles, CA

126d • $22 - $34

About The Position

The Nursing Office Administrative Assistant provides administrative and secretarial support, including scheduling and coordination of meetings, seminars, and travel. This role involves performing independent and collaborative projects as needed, as well as clerical and reception duties that support the functioning of the Operating Room. The position requires typing and proofing a variety of materials such as correspondence, memos, reports, charts, and grants. The assistant is responsible for editing, copying, and disseminating these materials appropriately. Additionally, the role includes answering telephone calls, screening calls, taking messages, and assisting callers within the scope of authority. The assistant maintains Nursing Policies and Procedures, ensuring they are in the correct format for committees and routed for approvals. The position also involves maintaining Nursing Administration records and ensuring the accuracy of Daily and bi-weekly Kronos for assigned cost centers. The assistant coordinates schedules, arranges meetings and appointments for the Chief Nursing Officer, and provides research and administrative support to special projects. Travel arrangements, including lodging and airline reservations, are also part of the responsibilities, along with maintaining the security of sensitive information. The assistant processes inquiries from patients and their families, takes minutes of meetings, prepares agendas, and performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• 1 year of previous secretarial experience in a senior executive setting, preferably in a healthcare facility.
• Typing speed of 45-55 words per minute.
• Ability to operate a computer terminal and Microsoft Office software programs.
• Ability to communicate clearly, concisely, and accurately.
• Ability to organize and manage multiple priorities in a constantly changing environment.

Nice To Haves

• Specialized/technical training in secretarial science and word processing.
• Knowledge of medical terminology.

Responsibilities

• Provides administrative and secretarial support including scheduling and coordination of meetings, seminars, and travel.
• Performs clerical and reception duties that support the functioning of the Operating Room.
• Types and proofs a variety of materials such as correspondence, memos, reports, charts, and grants.
• Edits, copies, and disseminates materials appropriately.
• Answers telephone calls, screens calls, takes messages, and assists callers.
• Maintains Nursing Policies and Procedures, ensuring correct format and routing for approvals.
• Maintains Nursing Administration records and files.
• Ensures accuracy of Daily and bi-weekly Kronos for assigned cost centers.
• Coordinates schedule and arranges meetings and appointments for the Chief Nursing Officer.
• Provides research and administrative support to special projects.
• Coordinates and confirms travel arrangements including lodging and airline reservations.
• Maintains security of sensitive information.
• Processes inquiries from patients and their families.
• Takes minutes of meetings and prepares agendas.
• Performs other duties as assigned.

Benefits

• Competitive hourly rate range of $22.00 - $34.18.
• Equal opportunity employer with consideration for all qualified applicants.
• Affirmative action obligations consistent with state and federal law.
• Reasonable accommodations for applicants and employees with disabilities.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees