Administrative Assistant

Eisenhower Health; Rancho Mirage (CA); On-site; USD 31,000 - 48,000; Full time

Job summary

Eisenhower Health is seeking an Administrative Support Specialist to assist in office operations within the Auxiliary department. You will handle clerical tasks, scheduling, and communications under leadership guidance.

Required: high school diploma or GED and at least two years of experience in administrative support; preferred: healthcare setting knowledge. This is a full-time, on-site role with standard 40-hour weeks.

Qualifications

• Education: Required high school diploma or GED; higher degree if hired after Jan 1, 2023.
• Experience: Two years of administrative support required.
• Preferred: experience in a healthcare setting.

Responsibilities

• Demonstrates compliance with Code of Conduct and policies.
• Prepares correspondence, reports, and schedules.
• Maintains leadership calendars and relays changes promptly.
• Facilitates meetings and transcribes minutes as requested.
• Answers phones, greets walk-ins, and directs inquiries professionally.
• Maintains confidential personnel files and onboarding docs.
• Schedules interviews and assists with travel arrangements

Skills

Adapt quickly to changing priorities

Effective communication

Confidentiality

Office equipment

Microsoft Office Suite

Education

High school diploma or GED

Associate's degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Default Work Shift

Day (United States of America)

Hours: 40

Salary range: $22.83 - $34.69

Schedule: Full Time

Shift Hours: 8 Hour employee

Department: Auxiliary

Job Objective

Assists in administrative operations as directed by leadership. Provides various clerical, administrative, and general office support involving word processing, report preparation, scheduling of meetings and telephone reception.

Job Description

Education:

Required: High school diploma, GED or higher level degree if hired after January 1, 2023

Preferred: Associate's degree

Licensure/Certification:

N/A

Experience:

Required: Two (2) years of administrative support experience

Preferred: Experience in a healthcare setting

Reports To: Manager, Director, Chief Administrative Officer, Service Line Administrator, Associate Vice President or Vice President

Supervises: N/A

Ages of Patients: N/A

Blood Borne Pathogens: Minimal/ No Potential

Skills, Knowledge, Abilities

• Ability to adapt quickly to changing priorities and unexpected situations
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Ability to effectively communicate in a positive and professional manner
• Ability to maintain high degree of confidentiality
• Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Problem solving skills to identify issues and formulate effective solutions
• Self-starter; driven to take action without needing prompting
• Written and verbal communication skills

Essential Responsibilities

1. 1. Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
2. 2. Prepares correspondence, reports, schedules, etc. and distributes as appropriate.
3. 3. Maintains calendars for leadership; changes in schedule are relayed to all concerned in a timely manner.
4. 4. Facilitates meeting setup (date, time, location, materials, catering, etc.) and records and transcribes minutes as requested.
5. 5. Answers phones and facilitates prompt messages to appropriate staff; greets and directs walk-in inquiries professionally as necessary.
6. 6. Revises and prepares new policies and procedures for department(s) and distributes information in a timely manner to all appropriate areas.
7. 7. Assists in creation of forms and flyers.
8. 8. Prepares staff annual and probationary evaluation packets for all reporting areas.
9. 9. Maintains confidential employee personnel files for staff, including but not limited to onboarding documentation, personnel action form changes, terminations, counseling forms, education requirements, etc..
10. 10. Maintains confidentiality of information handled and forwards originals to Human Resources Department as necessary.
11. 11. Tracks past due evaluations and employee health requirements, and notifies employee(s) monthly of upcoming deadlines.
12. 12. Assures all assignments/projects are completed within required timeframes.
13. 13. Schedules and coordinates interviews; prepares interview materials and arranges meeting space; assists with travel arrangements on onboarding requirements as directed.
14. 14. Obtains signatures and processes requests for capital equipment requisitions, purchase orders, check requests, paid time off (PTO) requests, education, travel expense requests, and other requests/reimbursements as needed.
15. 15. Complies with departmental plan to meet budget goals.
16. 16. Orders supplies as necessary for the administrative office.
17. 17. Picks up, sorts and distributes mail.
18. 18. Performs other duties as assigned.