ADMIN ASSISTANT

Overview

The Administrative Assistant is responsible for providing a full range of secretarial and administrative support. 

Responsibilities

Coordinates all secretarial/administrative activities and functions.

Compiles workload and billing statistics for ancillary services.

Supports in tracking of regulatory licensing and certifications for ancillary services.

Management of staff electronic timecard system for ancillary services.

Handles matters of a complex, sensitive and confidential nature.

Greets and assists visitors, guests, major donors, physicians, former patients and/or family members.

Answers and screens incoming calls, routes visitors and mail appropriately and efficiently; including handling sensitive or confidential issues, patient complaints and route inquiries. 

Compose, prepare, duplicate and distribute complex correspondence, including reports, letters, memoranda and minutes of various meetings.

Manage the scheduling of appointments and meetings. Coordinate room, equipment and food service arrangements for meetings as necessary. Includes preparing and circulating materials, notifying participants, generating & distributing minutes and meeting packets. Attends meetings, takes and transcribes minutes. Maintains official meetings minutes in binder file.

Maintain business calendar, including suspense/tickle files, tracking deadlines, informing staff of actions to be taken, charting progress, arranging and canceling meetings, coordinating details.

Handles travel arrangements, prepares and submits expense reports, and coordinates timely reimbursement.

Maintains an efficient filing system; files and purges materials on a regular and timely basis. Updates files Index at appropriate intervals.

Assures prompt filing, retention and easy retrieval of documents; maintains archival records and official hospital documents in accordance with the California Health Association Retention Schedule. 

Set priorities, demonstrate skills in problem-solving, critical thinking and follow through with assigned functions.

Communicate effectively with various and diverse audiences.

Attend to urgent or unscheduled projects efficiently and effectively.

Perform other duties that may be assigned, or necessary to ensure all work and arrangements are complete, accurate, and in compliance with procedures.

Qualifications

QUALIFICATIONS/JOB REQUIREMENTS:

EDUCATION:                                       

• College Graduate or AA degree; minimum of three years experience in executive administration, preferably in healthcare.

EXPERIENCE:

• Office management experience and experience with medical organizations are preferred.

CERTIFICATIONS/LICENSURE:

• N/A

OTHER SKILLS, ABILITIES & KNOWLEDGE:

• Knowledge of sound, efficient and effective office management and administration procedures and techniques.
• Proficiency in word processing (Word and/or Word Perfect), spread sheets/data management, Power Point, Excel, typing and use of standard office equipment.
• Demonstrated skills in verbal and written communications.
• Demonstrated utilization of tact and discretion in handling confidential information.
• Demonstrated ability to perform duties with minimal or no supervision. Must possess initiative to carry out responsibilities and utilize sound judgment, confidentiality and discretion.
• Demonstrated ability to work effectively with governing boards, administrators, managers and staff.
• Takes the initiative with ability to anticipate and identify needs of the Vice Presidents.

Hospital Description

AHMC- Seton Medical Center has a long tradition of providing patient-centered, quality care and a commitment to clinical excellence and our community. Founded in 1893, the 357-bed medical center now serves 1.5 million residents of San Francisco and northern San Mateo County with comprehensive inpatient and outpatient medical specialties, as well as emergency and urgent care services. Its sister facility, Seton Coastside, is a 116-bed skilled nursing complex offering inpatient care and the only 24-hour standby Emergency Department on the Pacific Coast between Daly City and Santa Cruz. We pride ourselves on improving the health and well-being of our patients, community, and populations, we serve with high quality community partnerships, and continuous innovation to our health care delivery system and this is why we need caring, committed people on our team - like you. Join us on our mission to deliver the safest and highest quality patient-centered care.