Administrative Assistant

GATEWAYS HOSPITAL & MENTAL HEALTH CENTER • Santa Monica, CA

86d • $26 - $28 • Onsite

About The Position

Under the general supervision of the Program Director, the Administrative Assistant provides administrative, clerical and patient records related duties as instructed by the Program Director and Management team. The person in this position needs to be highly efficient, detailed oriented, have excellent organizational skills and strong communication skills. Continually multi-tasking works with some independence in completing assigned projects/program management. This is a fast-paced position with pressure and multiple demands.

Requirements

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver’s license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training.
• CPR/First Aid
• Crisis Prevention Institute Training (CPI)
• Ability to type 55 wpm

Nice To Haves

• Three (3) years secretarial experience
• Some prior experience working for a hospital / behavioral service facility and/or other non-profit facility
• Experience at providing effective liaison with top-level management

Responsibilities

• Perform general clerical duties to include, but not limited to computer, photocopying, faxing, mail, scanning and filing
• Handles telephone and e-mail inquiries, responding as appropriate
• Creates and modifies documents using Microsoft Office, Excel etc.
• Performs data entry tasks as assigned
• Scheduling meetings
• Maintaining files and records
• Maintaining committee minutes
• Maintains data systems
• Submission of timely reports
• Exercises good judgment, including the limits of information to be given, demonstrating sufficient understandings of situations to ask appropriate questions
• Maintains the employee education, license and certifications
• Attends and participates in meetings, in-service training and other meetings as scheduled. If the trainer or supervisor excuses attendance, the employee is responsible for knowing and understanding the content of the in-service within 30 days of its presentation to the hospital staff
• Protects information from unauthorized access, abiding by Gateways’ Code of Confidentiality, HIPAA regulations and other regulatory agencies
• Submits concerns to supervisor that cannot be handled on a person-to-person basis
• Assists co-workers and other departments when appropriate
• Initiates or participates in continuous performance improvement training and activities for the department
• Other duties as assigned

Benefits

• If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.
• Training needs to be completed within 30 days from the date of hire on a designated date provided by onboarding.
• Staff need to be certified at a commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED