Non-Clinical - Administrative - Administrative Assistant

POSITION SUMMARY Perform a variety of secretarial, clerical, and administrative duties as assigned by VP Facilities and Construction and Plant Operations and Maintenance (POM) Manager. Performs the highest level secretarial/assistant duties in which the end result relieves the Administrative staff of many routine and some specialized tasks. He/she is the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the Administrative staff for special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, tracking and assisting with follow-up with stakeholders as needed to ensure timely completion of projects, tracking and preparation of contracts, correspondence, filing, telephones, travel logistics and other special events and duties as needed. Required: • High School graduate • Five years of progressively responsible secretarial experience in hospital/healthcare setting • High level of proficiency in the use of all Microsoft Office programs required. Schedule: Monday-Friday- 0700-1530 DUTIES AND RESPONSIBILITIES: 1. Safeguards and preserves the confidentiality of patient's protected health information in accordance with State and Federal (HIPAA) regulatory requirements, hospital and departmental policies. 2. Ensures a safe patient environment and adherence to safety practices per policy. 3. With consideration to age, employee utilizes the approved process to resolve biophysical, psychological, educational and environmental needs of patient/significant other when administering care. 4. Arrange meetings and conferences; follow-up in all aspects (notices, distribution of meeting materials, menus food delivery and presentation, meeting set-up, audio visual resources, etc.) for the executives he/she supports. Complete minutes from meetings as requested and ensures accurate and timely completion of documentation. Set-up WebEx when required. 5. Participates in meetings as requested to assist in the active management of projects in partnership with Vice President of Facilities and Construction to optimize productivity and accountability with projects. 6. Thoroughly screen mail; read and react appropriately to communications regarding areas with deadlines while showing strong initiative to the executives he/she supports. 7. Answer phones for Facilities Support in a prompt and effective manner. Direct service calls to the proper engineer, maintenance worker, technician, or department of accountability. 8. Input of work orders in computerized work control system and run computer generated work status reports. 9. Update and maintain preventive maintenance program in a computerized work control program. 10. Transcribe memos, correspondence, schedules and reports for VP Facilities and POM Manager. 11. Prepare and process Special Material Requisitions of material, supplies and services to be purchased, follow through with purchasing process to ensure timely delivery, obtaining approved authorized signatures. 12. Process invoices for materials, supplies and services on a timely basis, obtaining proper signature approval. 13. Develop and manage tracking systems for check requests, Special Material Requisitions purchase order numbers, service tickets, and invoices. 14. Develop department reports, as needed, e.g., monthly percentage of completion of preventive maintenance work orders. 15. Develop and manage a suspense system for reports, annual personnel evaluations, and replies to correspondence. 16. Maintain confidentiality on personnel files, incidents, counseling reports, performance appraisals and any other proprietary information. 17. Schedule various individual and departmental meetings. 18. Record and transcribe minutes from staff meetings as required. Maintain departmental meeting binder. 19. Establish and maintain a filing system. 20. Establish and follow procedures for maintaining documentation files for reviews by CIHQ, CDPH, CMS, and other governing agencies. 21. Assist VP Facilities and POM Manager in report preparation. 22. Distribute informational news/bulletins, approved by Vice President of Facilities to department supervisors under Facilities Support for posting on bulletin boards located within their departments. 23. Process incoming and outgoing mail on a daily basis. Open and screen mail for VP Facilities and Construction and POM Manager. 24. Manage departmental contracts and process. Assist the VP Facilities and Construction with development and processing of all departmental contracts. 25. Complete all other duties as assigned by VP Facilities and Construction. RTO must be on the submittal! No RTO the first two weeks of an assignment **Please Note: Once RTO is submitted, this cannot be changed unless it's to cancel time requested