Administrative Assistant - Imaging Admin - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

Keck Medicine of USC; Los Angeles (CA); On-site; USD 36,000 - 56,000; Full time

Job summary

Keck Hospital of USC is seeking an experienced administrative assistant to provide secretarial support, scheduling meetings, coordinating seminars and travel, and managing priorities throughout the day. The role requires discretion with confidential information and effective liaison between clinicians, administrators, and patients.

The successful candidate will handle calendar coordination, prepare materials for leadership meetings, triage calls, and assist with special projects as needed, all

Qualifications

• Typing speed of 45–55 words per minute is required.
• Proficiency with Microsoft Office and basic computer skills.
• Medical terminology knowledge is preferred.
• Strong communication skills with clear and concise reporting.
• Experience as a secretarial/administrative staff in a healthcare setting is required.
• Ability to organize and manage multiple priorities in a dynamic environment.

Responsibilities

• Coordinate schedule including meetings, seminars, and travel arrangements.
• Serve as liaison between Administrative Team, Physicians, Directors, and customers to identify and resolve issues.
• Track workflows, schedules and projects to ensure timely completion and follow-up.
• Exercise sound judgment for issues outside authority and escalate appropriately.
• Maintain confidentiality of patient records, hospital finances, salaries, and legal information.
• Prepare, coordinate, and distribute materials for leadership meetings; take minutes.

Skills

Typing 45-55 words per minute

MS Office

Medical terminology

Communication skills

Healthcare secretarial experience

Organizational skills

Education

High school or equivalent

Job description

Job Summary

Provides administrative/secretarial support, including, but not limited to, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, perform independent and collaborative projects as needed.

• Responsible for coordinating schedule, including arranging meetings and appointments
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution.
• Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for filing and maintaining records pertinent to the functions of immediate executives.
• Assists with the preparation, coordination and distribution of materials pertaining to Leadership Huddle) and minutes taking and transcription of meeting.
• Answer phones and triage calls to appropriate parties while maintaining professionalism.
• Responsible for managing and approving Kronos for Food Services Department, Hospital Operations and direct reports of assigned executives.
• Responsible for generating check requests and Internal Requisitions as assigned.
• Perform all other duties as assigned.
  
  

Job Summary

Provides administrative/secretarial support, including, but not limited to, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, perform independent and collaborative projects as needed.

Essential Duties

• Responsible for coordinating schedule, including arranging meetings and appointments
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution.
• Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for filing and maintaining records pertinent to the functions of immediate executives.
• Assists with the preparation, coordination and distribution of materials pertaining to Leadership Huddle) and minutes taking and transcription of meeting.
• Answer phones and triage calls to appropriate parties while maintaining professionalism.
• Responsible for managing and approving Kronos for Food Services Department, Hospital Operations and direct reports of assigned executives.
• Responsible for generating check requests and Internal Requisitions as assigned.
• Perform all other duties as assigned.
  
  

Required Qualifications

• Req High school or equivalent
• Req 3 years previous secretarial experience in healthcare setting
• Req Typing 45-55 words per minute.
• Req Ability to operate a computer terminal, Microsoft Office software programs.
• Req Medical terminology preferred.
• Req Ability to communicate clearly, concisely and accurately with people.
• Req Ability to organize and manage multiple priorities with many people in a constantly changing environment.
  
  

Preferred Qualifications

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Keck Hospital of USC Keck Hospital of USC, a 343-bed acute care hospital, provides exceptional and innovative care for complex medical and surgical conditions across a wide range of specialties. The hospital’s world-renowned physicians deliver compassionate, customized, patient-centered care and treat the most acutely ill patients with highly innovative techniques and treatment plans. As a leading academic medical center, hundreds of clinical trials are currently taking place at Keck Hospital and its affiliated research institutions, giving patients access to novel and promising therapies that are generally not available elsewhere. Every day at Keck Hospital, physicians, nurses and staff go beyond the science of exceptional medicine to bring patients breakthroughs in the art of caring. Join this world-class team providing highly specialized care, up-to-the-minute research, and innovative clinical trials. The hourly rate range for this position is $26.00 - $41.28. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.