Administrative Assistant
St. Joseph Health System
St. Joseph Heritage Healthcare (SJHH) is one of California's most respected medical groups. With over 2,000 employees and 25 locations throughout California, including, Northern California, Orange County, High Desert and Los Angeles County, SJHH has been continually recognized as a leader in quality, customer service and information technology. This kind of success is the result of team work, a commitment to excellence and a strong adherence to the organization's mission, vision and values.
Job Summary: Working under the direction of the Executive Director, this position provides administrative and clerical support to the Department. This position is responsible for assisting, coordinating and supporting the activities and responsibilities of the Executive Director. In addition, this position requires effective interaction with a wide variety of individuals on several different levels, including, but not limited to, Senior Executives and Physicians.
Essential Functions:
• Interacts with other St. Joseph Health (SJH) and St. Joseph Heritage Healthcare (SJHH) ministries, at all levels, on behalf of the [Area Practice Administrator/Director/VP].
• Maintains and coordinate the [Area Practice Administrator/Director/VP] (s) calendar including appointments and meetings. Coordinates each by establishing date, time and location and notifying all participants. Assists in establishing agendas and preparing presentations, for these meetings as necessary.
• Organizes, produces, transcribes and maintains correspondence in all forms including letters, memorandums, notes, minutes, reports, presentations, and graphics
.
• Answers and screens telephone calls for the [Area Practice Administrator/Director/VP]; intervening when necessary by referring to appropriate person/department to best accomplish desirable outcomes.
• Reviews and responds appropriately to incoming internal/external mail daily.
• Establishes, maintains and revises record keeping filing system for all files related to the [Area Practice Administrator/Director/VP] position.
• Generates reports as required.
• Ensures working operation of equipment and may coordinate requests for service.
• May order supplies for Department
• May be responsible for travel arrangements for the Executive(s) supported.
• Financial Coordination: May initiate check requests for conference registrations, journal and association renewals; paperwork for expense reimbursement and mileage reimbursements.
• May be responsible for Payroll tracking for the team.
• May maintain conference room schedules.
Minimum Position Qualifications:
Education: High School Diploma or equivalent.
Experience: Requires 3 years experience as an Administrative Assistant in a health care setting.
Licensure/Certification: None
Computer Skills: Must be proficient with MS Word, Excel, Power Point, Visio, Outlook and internet navigation.
Other: Minimum-typing skill of 60 wpm and experience with office machines including fax and photocopier. Valid California Driver’s License for travel between SJHH locations.
Union Bank Building (E0101)
500 S. Main Street
ORANGE, 92868
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