Administrative Specialist

MemorialCare; Colonia Juarez (CA); On-site; USD 38,000 - 56,000; Full time

Job summary

MemorialCare is seeking an Administrative Specialist to support patient experience initiatives at Fountain Valley on-site. The role focuses on managing survey data, generating reports, coordinating educational programs, and assisting leadership with projects to improve service quality.

The ideal candidate has three years of administrative experience, strong time management, and excellent communication skills, with proficiency in Excel.

Qualifications

• Three years of previous experience in an administrative role.
• Excellent time management skills to support multiple tasks and projects.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Excel and other Microsoft Office tools.
• Healthcare experience preferred.

Responsibilities

• Manage all aspects of the patient survey process and related reporting.
• Coordinate educational programs for providers and staff.
• Support the Director, Patient Experience on special projects and meeting logistics.
• Order and manage department supplies to ensure smooth operations.
• Complete assigned projects accurately and within deadlines.
• Provide professional customer service to internal and external customers.
• Communicate effectively with leadership and teams.

Skills

Administrative experience

Time management

Communication skills

Education

Bachelor's degree

Tools

Microsoft Excel

Job description

Title: Administrative Specialist

Location: Fountain Valley/On-Site

Department: Customer Service

Status: Full Time

Shift: Day

Pay Range*: $27.80/hr - $40.32/hr

MemorialCare is a nonprofit integrated health system that includes four leading hospitals, award-winning medical groups – consisting of over 200 sites of care, and more than 2,000 physicians throughout Orange and Los Angeles Counties. We are committed to increasing access to patient-centric, affordable, and high-quality healthcare; your personal contributions are integral to MemorialCare's recognition as a market leader and innovator in value-based and other care models.

Across our family of medical centers, we support each one of our bright, talented employees in reaching the highest levels of professional development, contribution, collaboration, and accountability. Whatever your role and whatever expertise you bring, we are dedicated to helping you achieve your full potential in an environment of respect, innovation, and teamwork.

Position Summary

The position will support the Director, Patient Experience in helping to manage department workstreams, the patient survey process, Simply Better Trust, education programs for providers and staff, directing patient concerns to appropriate leadership, and ensuring that all department standard work is up to date.

Essential Functions and Responsibilities of the Job

1. Manage all aspects of the patient survey process for Press Ganey and RepuGen.

This will include but is not limited to:

• Managing monthly reports from Press Ganey for MCMG, EMG, and GNP offices, providers, and staff.
• Upload/prep/distribute reports as necessary, specific to the medical group.
• Expertise with the Press Ganey portal to create ad-hoc reports as needed for MCMF leadership.
• Maintain a tracking system to measure the volume of patient encounter data sent to Press Ganey for all MCMG and GNP providers.
• Works closely with MCMG office leadership, BI and IT, etc., to solve discrepancies with provider response data, specifically observing our goal of obtaining a minimum of 30 reports per provider per year.
• Compiles all monthly office reports for review and distribution to the Director, Patient Experience.
• Create ad-hoc monthly reports from the Press Ganey survey results for the patient satisfaction staff incentive program for all MCMG and Nautilus medical offices.
• Create ad-hoc reports for patient satisfaction incentive provided to HR.
• Create ad-hoc reports from the Press Ganey survey results for the patient satisfaction incentive for all MCMG and GNP providers, provided to Finance.
• Create custom reports for specialty lines of service, e.g., PCP, UC, OB/GYN, etc.

2. Coordinate all aspects of the department’s educational programs for providers and staff.

This will include but not limited to:

• Scheduling conference rooms,
• Preparing program handouts, evaluations, sign-in, etc.
• CME processing
• Ordering supplies

3. Providing support to the Director, Patient Experience on special projects through meeting attendance, preparing agendas, formalizing a tracking system to ensure all action items are followed up on and completed, taking minutes, and generally organizing the project.

4. Order and manage department supplies to ensure no loss in production occurs.

5. Completes assigned projects accurately and within the scheduled deadlines.

6. Other duties as assigned.

7. Communicate in a proficient customer service manner when dealing with internal and external customers.

*Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentives, and bonus opportunities. Health and wellness is our passion at MemorialCare—that includes taking good care of employees and their dependents. We offer high quality health insurance plan options, so you can select the best choice for your family. And there’s more... Check out our MemorialCare Benefits for more information about our Benefits and Rewards.

Minimum Requirements

Qualifications/Work Experience:

• Three years of previous experience in an administrative role
• Must possess excellent time management skills to support work on multiple tasks/projects simultaneously.
• Must have excellent written and verbal communication skills.
• Must be proficient in the use of Microsoft software products, e.g., Excel.
• Demonstrates a willingness to learn new procedures, readily accepts new responsibilities, participates as a team player and contributes to the overall success of the department.
• Prefer administrative support experience in a health care environment.

Education/Licensure/Certification:

• Bachelor's degree preferred.
• Excel proficiency certification preferred.
• Project Management experience preferred.