Administrative Assistant

Eisenhower Health•Rancho Mirage, CA

1d•$23 - $35

About The Position

The Administrative Assistant supports administrative operations as directed by leadership and provides clerical, administrative, and general office support. Duties include word processing, preparing reports, scheduling meetings, and telephone reception. The role also supports departmental staffing and personnel processes, coordinates requests and purchases, and helps ensure assignments are completed within required timeframes.

Requirements

High school diploma, GED, or higher degree if hired after January 1, 2023.
Two years of administrative support experience.
Ability to adapt quickly to changing priorities and unexpected situations.
Ability to communicate clearly and accurately with patients, healthcare professionals, and staff.
Ability to communicate positively and professionally.
Ability to maintain a high degree of confidentiality.
Ability to operate general office equipment, including a computer, printer, scanner, and telephone.
Ability to prioritize tasks and manage time efficiently to meet deadlines.
Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
Problem-solving skills to identify issues and formulate effective solutions.
Self-starter who takes action without needing prompting.
Written and verbal communication skills.

Nice To Haves

Associate’s degree.
Experience in a healthcare setting.

Responsibilities

Demonstrate compliance with the Code of Conduct and compliance policies, resolve compliance questions or concerns, and report suspected violations.
Prepare and distribute correspondence, reports, schedules, and related materials.
Maintain leadership calendars and communicate schedule changes to concerned parties in a timely manner.
Facilitate meeting setup, including dates, times, locations, materials, and catering; record and transcribe minutes as requested.
Answer phones, relay messages promptly to appropriate staff, and professionally greet and direct walk-in inquiries as necessary.
Revise and prepare department policies and procedures and distribute information to appropriate areas in a timely manner.
Assist in creating forms and flyers.
Prepare annual and probationary staff evaluation packets for reporting areas.
Maintain confidential employee personnel files, including onboarding documents, personnel action form changes, termination documents, counseling forms, and education requirements.
Maintain confidentiality of handled information and forward originals to Human Resources as necessary.
Track overdue evaluations and employee health requirements and notify employees monthly of upcoming deadlines.
Ensure assignments and projects are completed within required timeframes.
Schedule and coordinate interviews, prepare interview materials, arrange meeting space, and assist with travel arrangements and onboarding requirements as directed.
Obtain signatures and process capital equipment requisitions, purchase orders, check requests, PTO requests, education and travel expense requests, and other requests or reimbursements as needed.
Comply with the departmental plan to meet budget goals.
Order supplies for the administrative office as necessary.
Pick up, sort, and distribute mail.
Perform other duties as assigned.