Administrative Assistant Job at Ultimate Staffing in San Diego

SUMMARY

Under the supervision of the Executive Assistant Supervisor performs routine confidential secretarial and administrative duties, maintains filing systems, coordinates scheduling and meeting preparation, and reception duties as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by an individual assigned to this job. Other duties may be assigned.

Mission and Vision

• In the community, represent the organization in a positive and professional manner.
• Support the goals and objectives of RCPMS including public relations and marketing efforts.
• Understand and conform to the RCPMS Code of Conduct ensuring full compliance with the laws and regulations, standards of care, ethical business practices and policies and procedures
• Follow the Corporate Compliance Program processes and procedures

Teamwork

• Functions as a member of a team
• Provides direct support to the CEO in the absence of the Executive Assistant
• Provides administrative support to the CEO of RCPMS, Human Resources Department, Medical Staff Coordinator, CPCMG Executive Medical Director, the CPCMG President, and the RCPMS Medical Director.
• Assists with special projects as required

Customer Service

• Greets visitors and handles deliveries and inquiries in a professional manner and ensures they are directed to the appropriate place
• Manages multi-line phone system

Clerical

• Maintains filing system of Correspondence for Physicians, Boards, Committees and Open Meetings and other file systems as needed
• Data entry for data bases including but not limited to ongoing credentialing information for the Medical Staff Coordinator and Training databases for the Human Resources
• Logging and tracking of data (IE licenses for staff, OSHA forms, insurance renewals, and credentialing information)
• Creates correspondence and other documents from source materials
• Create graphs, tables and charts from source materials
• May create routine correspondences to respond to basic inquiries
• Mail and fax handling

Meetings

• Arranges and maintains calendar schedules
• Assists with meeting preparation including room reservations, catering and information dissemination (IE: meeting reminders, prior meeting minutes, handouts, etc.) to Board and Committee Members
• May attend meetings as assigned minute taker and compose subsequent reports of minutes and ensures proper documentation of information
• Schedules appointments, interviews and meetings via phone and email

Equipment and Supplies

• Order and maintain office supplies

Responsible for supplies and service calls of company's fax and copy machines

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.