ADMINISTRATIVE ASSISTANT SR - ACUTE REHAB NURSING Details

ADMINISTRATIVE ASSISTANT SR - ACUTE REHAB NURSING

Hoag Memorial Hospital Presbyterian - Newport Beach, CA

Employment Type : Full-Time

Provides administrative support and other related assistance to the Program Director, Therapy Manager and Fudge Family Acute Rehabilitation Center operations. Monitors flow of information through office, answers and screens telephone calls, acts as customer support for the center. Schedules meetings, prepares agendas, records and transcribes meeting minutes. Manages Director and Manager Outlook calendars, department calendar and running various reports for management. Able to multitask and balance workload. Performs other duties as assigned. Projects an image of professionalism in communication, appearance, and conduct. Maintains confidentiality.
Essential Functions:

• Department point person: answers telephone, screens calls, and takes messages for the Program Director, Therapy Manager and Care Management operations.
• Maintains management calendars ensuring a smooth work flow.
• Composes and types correspondence, memorandums, agendas, reports and Excel documents.
• Prepares Excel documents, maintains up to date unit specific data and organization data.
• Arranges location, catering, and invitations of meetings as requested. Attends center meetings as requested, takes and transcribes minutes in a timely manner.
• Coordinates onboarding of new employees for the department.
• Creates and maintains departmental calendar as requested.
• Process purchase orders, check requests, and employee expense reports for payment as requested.
• Maintain Licensing and Certification software for staff. Verify licenses of staff.
• Assists with ordering and distribution of office supplies, maintains supply room if needed
• Runs Timekeeping reports on behalf of management.
• Assist management with position control tasks as needed.
• Effectively interacts with all hospital personnel, Medical Staff and the general public.
• Performs other duties as assigned.

• High School diploma and equivalent training. Five (5) years administrative experience in an office setting, preferably in healthcare or medical-related field.

• Bachelor’s degree.
  

• Intermediate Microsoft Office skills. Able to work with Excel spreadsheets and database systems. Demonstrates effective communication, interpersonal skills, organizational ability, and knowledge of proper body mechanics. Exceptional organizational skills and able to set assignment priorities, work independently within established guidelines, and maintain confidentiality. Ability to problem-solve and work independently while meeting deadlines.

• Knowledge of medical terminology preferred.

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