Administrative Assistant – Surgery – Part Time 12 Hour Days (Non-Exempt) (Non-Union)

University of Southern California•Los Angeles, CA

8d•Onsite

About The Position

The Nursing Office Administrative Assistant performs clerical and reception duties that support the functioning of the Operating room. This role provides administrative/secretarial support, including scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed. The position is part-time, with 12-hour day shifts, and is classified as Non-Exempt and Non-Union.

Requirements

High school or equivalent
1 year previous secretarial experience in a senior executive setting, preferably in a healthcare facility.
Typing 45-55 words per minute.
Ability to operate a computer terminal and Microsoft Office software programs.
Ability to communicate clearly, concisely and accurately with people.
Ability to organize and manage multiple priorities with many people in a constantly changing environment.
Fire Life Safety Training (LA City) - If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Nice To Haves

Specialized/technical training
Training in secretarial science and word processing.
Medical terminology preferred.

Responsibilities

Typing and proofing a variety of materials, e.g., correspondence, memos, reports, charts, grants, etc., as assigned.
Editing, copying, and appropriately disseminating the aforementioned materials.
Answering the telephone, screening calls, taking messages or relaying information, and assisting callers within scope of authority.
Maintaining Nursing Policies and Procedures; assuring they are in correct format for committees; ensuring routing of P&Ps to administrative and medical staff committees for approvals; and ensuring up to date P&Ps are routed for posting on hospital Intranet.
Working collaboratively with the Chair of Nursing Operations Council in this regard.
Maintaining Nursing Administration records/files as appropriate.
Ensuring accuracy of Daily (DSR) and bi-weekly Kronos for assigned cost centers.
Coordinating schedules, including arranging meetings and appointments for the Chief Nursing Officer.
Providing research and administrative support to special projects, preparing data and follow-up projects as directed.
Coordinating and confirming travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
Maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
Processing inquiries from patients, their families, and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s) when the situation warrants his/her attention.
Taking minutes of various meetings and special events; preparing draft and final agenda; notification of meeting participants; room scheduling; meal arrangements; and other preparations as required by the nature of the event.
Performing other duties as assigned.