Administrative Secretary

CommonSpirit Health•Long Beach, CA

About The Position

The Administrative Secretary provides comprehensive administrative and operational support to leadership at Dignity Health - St. Mary Medical Center. The role facilitates office operations, supports effective internal and external communication, and provides accurate, timely assistance. Responsibilities include calendar and meeting coordination, correspondence and record management, reporting, purchasing, travel and expense support, employee-record maintenance, and participation in department projects. The position also supports Medical Management functions involving compliance reporting, policies, project management, product and equipment recalls, and CDM requests and updates.

Requirements

Associate degree in Administrative Assistant, Medical Administrative Assistant, Business, Office Administration, Health Science, or a related field, and at least three years of administrative support and project management experience; alternatively, a combination of education and equivalent administrative support experience may be considered, with two years of related experience credited for each year of required education.

Nice To Haves

Bachelor’s degree in Business or a related field.
Experience in an acute care hospital or healthcare facility.

Responsibilities

Provide and update data and information on behalf of the direct management member for requesting departments, agencies, or companies.
Schedule and arrange meetings and appointments, send notices and reminders, communicate changes or cancellations, and confirm appointments.
Coordinate meeting accommodations, including food service, conference rooms, and equipment; remind the manager of daily appointments and ensure required materials are available.
Take, prepare, and distribute meeting minutes as directed.
Create and maintain reports and work on special projects as requested.
Proofread, edit, and prioritize documents, including technical and procedural drafts, for accuracy, organization, grammar, punctuation, and data precision.
Create and maintain filing systems and accessible, accurate records.
Answer and screen phone calls, respond to inquiries or complaints as appropriate, and refer matters to the appropriate staff member when needed.
Prioritize, process, and respond to incoming mail, email, and faxes; refer communications outside the role’s scope to the appropriate staff member.
Maintain, update, and distribute departmental policies, procedures, and other required records as directed.
Submit AccessDH requests for approval by the direct management member upon request.
Review and enter payroll adjustments for approval by the direct management member upon request.
Maintain office purchases, including supplies and equipment.
Arrange travel for the direct management member and prepare and process expense reports upon request.
Participate in coordinating special events as requested.
Prepare and distribute functional-area correspondence, flyers, and electronic mail as needed.
Maintain employee records, including new-hire orientation, contact and education information, licensure, evaluations, performance-improvement plans, departmental acknowledgements, attendance records, and annual health updates, upon request.
Review ECRI product and equipment recalls, distribute recall literature to appropriate departments, follow up to ensure timely departmental responses, and send responses to the issuing company.
Prepare and submit CDM number requests from Surgery, Cath Lab, or other patient-care areas to the Corporate CDM Team; update Lawson (PC10) and the CDM Master file after assignment, and ensure appropriate CPT codes and charge levels are assigned.
Receive and monitor compliance reports for Medical Management-related areas, including on-time performance evaluations and Dignity Health contract compliance, and notify the Director of MM when compliance cannot be obtained.
Participate in Medical Management Department projects and cross-functional project teams.
Maintain current Medical Management Department policy, Administrative Services, and Safety/Infection Control manuals.
Assist with Medical Management project management as assigned, including compliance, policy development, and performance management.