Administrative Assistant - Perioperative Services - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California; Glendale (CA); On-site; USD 36,000 - 56,000; Full time

Job summary

Keck Hospital of USC in Glendale, CA seeks a Nursing Administrative Assistant to provide clerical and reception support, coordinating schedules, meetings, and travel while protecting confidential information for the Nursing Director.

Responsibilities include typing and proofreading materials, answering calls, maintaining Nursing policies, taking minutes, and supporting special projects and travel arrangements.

Qualifications

• High school diploma or equivalent.
• Training in secretarial science and word processing.
• 3 years previous secretarial experience, preferably in a health care setting.
• Typing 45-55 words per minute.
• Ability to operate a computer terminal and Microsoft Office programs.
• Clear, concise and accurate communication.
• Ability to organize and manage multiple priorities in a dynamic environment.
• Medical terminology preferred.
• Fire Life Safety Training (LA City) within 30 days of hire, if required.

Responsibilities

• Type and proof materials: correspondence, memos, reports, charts, grants, etc.
• Edit, copy and disseminate materials appropriately.
• Answer phones, screen calls, and relay messages as needed.
• Maintain Nursing Policies and Procedures and route for approvals.
• Collaborate with Chair of Nursing Operations Council.
• Maintain Nursing Administration records/files.
• Ensure accuracy of Daily (DSR) and Kronos for cost centers.
• Coordinate schedule and arrange meetings for the Chief Nursing Officer.
• Provide research and administrative support for special projects.
• Coordinate travel arrangements and expense reports.
• Protect confidentiality of patient, hospital, salary and staff information.
• Take minutes, prepare agendas, notify participants, arrange rooms.
• Perform other duties as assigned.

Skills

Typing 45-55 wpm

Clear communication

Multitasking

Organization

Medical terminology

Education

High school diploma or equivalent

Secretarial training

Medical terminology knowledge

Tools

Microsoft Office

Job description

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.

Departmental Specific Summary

The Nursing Administrative Assistant performs clerical and reception duties that support the functioning of the assigned Nursing Director.

Essential Duties

• Responsible for typing and proofing a variety of materials, e.g., correspondence, memos, reports, charts, grants, etc., as assigned.
• Responsible for editing copying and appropriately disseminating the aforementioned materials.
• Responsible for answering the telephone /screen calls and taking messages or relaying information and assisting callers within scope of authority.
• Maintains Nursing Policies and Procedures; assures are in correct format for committees; ensures routing of P&Ps to administrative and medical staff committees for approvals; assures up to date P&Ps are routed for posting on hospital Intranet.
• Works collaboratively with Chair of Nursing Operations Council in this regard.
• Maintain Nursing Administration records/files as appropriate.
• Ensures accuracy of Daily (DSR) and bi-weekly Kronos for assigned cost centers.
• Responsible for coordinating schedule, including arranging meetings and appointments for Chief Nursing Officer.
• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
• Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
• 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 inquiries 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.
• Takes minutes of various meetings and special events; prepares draft and final agenda; notification of meeting participants; room scheduling; meal arrangements; and other preparations as required by the nature of the event.
• Perform other duties as assigned.

Qualifications

• Req High school or equivalent
• Pref Specialized/technical training Training in secretarial science and word processing.
• Req 3 years Previous secretarial experience, preferably in a health care setting
• Req Typing 45-55 words per minute.
• Req Ability to operate a computer terminal, Microsoft Office software programs.
• 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.
• Pref Medical terminology preferred.

• 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, 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.