AHD Administrative & Project Assistant PB

Alameda Health System•Alameda, CA

About The Position

The AHD Administrative & Project Assistant at Park Bridge provides confidential administrative support and operational assistance to the Associate Administrator and department leadership. The role coordinates, implements, and supports departmental projects and day-to-day operations, while helping establish a professional environment appropriate to the assigned function. The position supervises PBX Operators and performs related duties as required. The assistant serves as an initial contact for Administration, other departments, visitors, physicians, and hospital staff; handles calls and complex messages; greets and directs visitors; and receives and routes complaints while maintaining strict confidentiality. The role also manages vendor invoices and confidential records, supports payroll and employee compliance processes, tracks physicals and credentials, orders supplies, and serves as a resource and liaison for employees and the HR Business Partner. Additional administrative work includes screening and prioritizing mail and phone calls, preparing correspondence and reports, scheduling meetings, preparing agendas, taking and distributing minutes, and independently researching or referring operational issues. The position participates in several facility programs and committees.

Requirements

High school diploma or GED required.
Two years of general office experience required.
Ability to maintain strict confidentiality.
Ability to communicate professionally with visitors, patients, physicians, staff, vendors, the public, and County representatives.
Ability to perform administrative support tasks independently and exercise judgment in handling and routing matters.

Nice To Haves

Associate degree or bachelor's degree preferred.
General office experience in a medical environment preferred.

Responsibilities

Coordinate and implement departmental projects and provide operational and procedural support for department leadership and day-to-day operations.
Greet and direct visitors; answer and route calls and complex messages; receive, document, and route complaints while maintaining confidentiality and professionalism.
Receive vendor invoices, verify approvals and obtain signatures, submit invoices for payment, track outstanding invoices, and resolve payment issues with Accounts Payable.
Develop and maintain a confidential filing system for documents, contracts, and records.
Hire, train, and supervise PBX Operators; monitor performance and attendance, address performance issues, complete annual evaluations, and provide break coverage.
Perform administrative support tasks independently, research operating problems, and refer matters to other staff for research as appropriate.
Sort, screen, prioritize, and route incoming mail; prepare outgoing mail and routine correspondence for management signature.
Prepare correspondence and documents, agendas, meeting minutes, and special reports; schedule meetings, take notes or dictation, edit drafts, and distribute materials as instructed.
Screen phone calls and handle matters intended for department leadership, provide information related to the department leader's area, and contact vendors, the public, or County representatives when independent judgment is needed.
Run daily payroll reports for managers, review employee punches in Kronos, investigate and correct missing or incorrect information, and complete final payroll review and approval before submission.
Track annual employee physicals and coordinate monthly clinics; monitor license and certification expiration dates and ensure employees who are out of compliance are not scheduled.
Serve as a resource for employees and liaison to the HR Business Partner regarding employee-related issues, including work-related injuries, benefits, and web-based systems.
Monitor and order supplies as needed and keep employee forms current and accessible.
Participate in the Daily Morning Stand Up, Angel Care Program, Walking Round Program, Manager of the Day, and Fall Committee.