Executive Assistant - Health Administration - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California•Los Angeles, CA

1d•$33 - $56•Onsite

About The Position

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed. The Executive Assistant provides administrative support to the Chief Officer and/or Executive Leader of Norris Cancer Hospital and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Requirements

High school or equivalent
5-10 years Previous secretarial experience in senior executive setting.
Typing at 60 + WPM.
Transcription and mathematical aptitude.
Demonstrates excellent verbal and written communication skills.
Computer literacy in word processing, spreadsheets, etc.
Microsoft Office knowledge.
Organization/time management skills.
Able to function independently and as a member of a team.
Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Nice To Haves

Specialized/technical training Formal secretarial training or equivalent education

Responsibilities

Coordinating schedule, including arranging meetings and appointments.
Preparing and transcribing meeting minutes for Operations Council making sure all follow up items are noted and resolved.
Maintaining the Administrative Policy and Procedure manual.
Processing performance evaluations for Associate Administrator for Nursing.
Functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution.
Composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc., pertinent to the functions of the Officer or Executive Leader and/or other Administrative Representative(s) as directed.
Providing research and administrative support to special projects, preparing data and follow-up projects as directed.
Coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
Using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
Filing and maintaining records pertinent to the functions of the Officer or Executive Leader and/or other Associate Administrator for Nursing and Norris Administration Department.
Maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
Processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
Performing other duties as directed by the Officer or Executive Leader and/or other Associate Administrator for Nursing and Administrative Representatives.
Demonstrates above skills in all forms of communications, i.e., in person, via telephone, and in writing.
Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.
Completes assignments as directed.
Demonstrates collaboration, congeniality, and problem-solving skills.
Maintains an open line of communication between management and other staff while demonstrating a professional demeanor at all times.
Perform other duties as assigned.