Administrative Assistant

UHS•Riverside, CA

14h

About The Position

The Administrative Assistant provides clerical support to department leadership and as directed by department head. Maintains departmental files for the department, including maintenance of communications, correspondence, meeting minutes and agendas. Assists with compilation of monthly reports, editing and updating program-specific guidelines and documents, ordering supplies. Performs all other duties as assigned by the department leadership. This position may be required to travel.

Requirements

High School Diploma or equivalent required.
Two (2) to four (4) years working in an administrative capacity required.
Healthcare clerical or administrative experience required.
Able to type 50 wpm.
Must have excellent computer skills in Word, Excel, PowerPoint, and Access.

Nice To Haves

AA/AS degree preferred.
Knowledge of medical terminology preferred.

Responsibilities

Assists in the development, maintenance, and tracking of departmental files.
Provides admin support for department leadership including preparing reports, updating and maintaining spreadsheets, documents and workflows. Responsible for department supply ordering and inventory. Coordinating and conducting administrative tasks related to new clinic or department openings. Assists Medical Records department with patient related documents.
Maintain department files and share drives.
Department files: staff competencies, new and existing workflows, maintains departmental related spreadsheets, contact groups and projects. Maintains department share drive, ensuring folders are up to date.
Prepares reports for department leadership.
Responsible for setting up department meetings or conferences in advance. Set up meeting rooms and orders lunches for various meetings and training for department staff and as needed throughout the organization. Prepares materials for staff members prior to meetings, sends out reminders, prepares agendas, takes minutes and prepares minutes for distribution to members.
Edits, updates and maintains department documents including, guidelines, forms, and policies. official department guidelines, forms, and policies as it relates to the Department. Works closely with Quality Executive Administrative Assistant to ensure departmental policies are up to date.
Maintains department master calendar, schedules meetings. Schedules appointments and maintains the calendar for department leadership. Schedules meetings and interviews (if needed).
Assists with department and regulatory audits. Assists with completing or obtaining data for audits and audit related requirements.
Responsible for maintaining department binders and literature. emergency preparedness binders for department., including maintaining and updating orientation binders.
Assists with completing administrative forms and documents related to staffing.
Verifies department communication for accuracy. Assists in editing electronic communication from department leaders.
Must always maintain a friendly and professional attitude. Must maintain a high level of confidentiality while being exposed to highly sensitive patient and company related information in all forms.
Other duties as assigned.