Administrative Assistant-Plant Operations

Eisenhower Medical Center; Rancho Mirage, Northern (CA, KY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Generous benefits package

Matched retirement plan

Job summary

Eisenhower Health is seeking an Administrative Assistant to provide essential support across leadership, scheduling, correspondence, and documentation. This role emphasizes confidentiality, professional communication, and efficient task management in a fast-paced healthcare environment.

The ideal candidate will adeptly handle calendars, prepare materials for meetings, and maintain accurate records while prioritizing patient and staff communication with discretion and reliability.

Qualifications

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

Responsibilities

• Maintains calendars for leadership; changes in schedule are relayed to all concerned in a timely manner.
• Facilitates meeting setup (date, time, location, materials, catering, etc.) and records and transcribes minutes as requested.
• Answers phones and facilitates prompt messages to appropriate staff; greets and directs walk-in inquiries professionally as necessary.
• Revises and prepares new policies and procedures for department(s) and distributes information in a timely manner to all appropriate areas.
• Assists in creation of forms and flyers.
• Prepares staff annual and probationary evaluation packets for all reporting areas.
• Maintains confidential employee personnel files for staff, including onboarding documentation, personnel action form changes, terminations, counseling forms, education requirements, etc.
• Tracks past due evaluations and employee health requirements, and notifies employee(s) monthly of upcoming deadlines.
• Assures all assignments/projects are completed within required timeframes.
• Schedules and coordinates interviews; prepares interview materials and arranges meeting space; assists with travel arrangements on onboarding requirements as directed.
• Obtains signatures and processes requests for capital equipment requisitions, purchase orders, check requests, PTO requests, education, travel expense requests, and other requests/reimbursements as needed.
• Complies with departmental plan to meet budget goals.
• Orders supplies as necessary for the administrative office.
• Picks up, sorts and distributes mail.
• Performs other duties as assigned.
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to adapt quickly to changing priorities and unexpected situations
• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Problem solving skills to identify issues and formulate effective solutions
• Ability to effectively communicate in a positive and professional manner
• Self-starter; driven to take action without needing prompting
• Ability to maintain high degree of confidentiality
• Written and verbal communication skills
• Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)

Skills

Communication skills

MS Office proficiency

Confidentiality

Time management

Problem solving

Professional communication

Self-starter

Written and verbal communication

Office equipment handling

Tools

Microsoft Office Suite

Job description

Located in the heart of the Coachella Valley, you have access to resort-style living and world-class amenities throughout Southern California.

• Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
• Prepares correspondence, reports, schedules, etc. and distributes as appropriate.
• Maintains calendars for leadership; changes in schedule are relayed to all concerned in a timely manner.
• Facilitates meeting setup (date, time, location, materials, catering, etc.) and records and transcribes minutes as requested.
• Answers phones and facilitates prompt messages to appropriate staff; greets and directs walk-in inquiries professionally as necessary.
• Revises and prepares new policies and procedures for department(s) and distributes information in a timely manner to all appropriate areas.
• Assists in creation of forms and flyers.
• Prepares staff annual and probationary evaluation packets for all reporting areas.
• Maintains confidential employee personnel files for staff, including but not limited to onboarding documentation, personnel action form changes, terminations, counseling forms, education requirements, etc..
• Maintains confidentiality of information handled and forwards originals to Human Resources Department as necessary.
• Tracks past due evaluations and employee health requirements, and notifies employee(s) monthly of upcoming deadlines.
• Assures all assignments/projects are completed within required timeframes.
• Schedules and coordinates interviews; prepares interview materials and arranges meeting space; assists with travel arrangements on onboarding requirements as directed.
• 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.
• Complies with departmental plan to meet budget goals.
• Orders supplies as necessary for the administrative office.
• Picks up, sorts and distributes mail.
• Performs other duties as assigned.
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to adapt quickly to changing priorities and unexpected situations
• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Problem solving skills to identify issues and formulate effective solutions
• Ability to effectively communicate in a positive and professional manner
• Self-starter; driven to take action without needing prompting
• Ability to maintain high degree of confidentiality
• Written and verbal communication skills
• Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)

Eisenhower Health offers a generous benefits package and a matched retirement plan.

Employees are eligible to participate in a benefits program designed to make a difference for you and your family.

From the beginning, this organization formed a culture based on strong values, commitments and a passion for service and professional excellence.

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What Our Nurses Say

One of my very favorite things about working at Eisenhower Health is the culture on inclusivity that we have and a strong base for evidence-based practice.

Lori

One of the greatest things about working as a nurse at Eisenhower Health is how much support you get from Administration. We keep on improving the process here. It's a fantastic place to work.

My favorite thing about working at Eisenhower Health is the camaraderie within my unit and with the different departments.