Administrative Specialist - Surgical Services

montagehealth; Monterey (CA); On-site; USD 53,000 - 71,000; Full time

Job summary

Montage Health seeks an Administrative Specialist to support Surgical Services and the nursing division. You will handle a range of complex clerical tasks, oversee documentation, and coordinate meetings while maintaining confidentiality.

The role requires strong MS Word/Excel/Outlook/PowerPoint skills, effective communication, and supervisory experience. Regular hours Mon–Fri, on-site at Monterey; pay range $38.72–$51.80 per hour, with shift differentials as noted.

Qualifications

• Minimum 2 years of admin/clerical experience.
• Supervisory or leadership experience.
• Proficiency with MS Office suite and filing systems.
• Experience with budgets and financial reporting is a plus.
• Strong time management and multitasking abilities.

Responsibilities

• Provide administrative support within Surgical Services and nursing divisions.
• Develop office procedures and manage manuals and regulatory docs.
• Coordinate meetings, schedule rooms, and handle visitors and calls.
• Maintain confidential information and organize department records.
• Collaborate with Biomedical Services and Supply Chain on contracts and equipment.

Skills

MS Word

Excel

Outlook

PowerPoint

Publisher

Verbal communication

Interpersonal skills

Time management

Multitasking

Education

High school diploma or GED

College or business-level courses in admin/CS

Tools

MS Word

Excel

Outlook

PowerPoint

Publisher

Job description

Welcome to Montage Health's application process! Job Description: Under the leadership of the Department Director(s), the Administrative Specialist is responsible for the completion of administrative support functions within the nursing division and Surgical Services, independently performing a wide variety of complex administrative/clerical duties. This position has latitude for independent action in the supervision of the department Administrative Assistants. S/He has the authority to implement, perform, and coordinate administrative and support responsibilities for Surgical Services to accomplish all tasks and meet deadlines set by the Directors and Assistant Directors for OPSC and Main OR.

Performs administrative and office support activities, i.e. developing office procedures, managing and organizing departmental procedure and safety manuals. S/he maintains/manages sensitive and confidential information. Organizes/maintains department records and regulatory documentation(s). Works in conjunction with Biomedical Services and Hospital Supply Chain to maintain maintenance service, repair, equipment rental and other contractual agreements. Responsible for assisting leadership with department operational budget summaries. S/he interacts with other CHOMP Departmental Directors, Medical Staff, Department Supervisors and Peers in a positive, service teamwork-oriented manner. Demonstrates professional behaviors in all aspects of work.

Other responsibilities include, but are not limited to, answer and direct phone calls, filing and faxing a variety of documents, organizing and scheduling meetings and appointments including coordination of conference rooms for meetings and workshops, receiving and directing visitors, vendors, and other personnel requesting an appointment with Surgical Services Leadership. Software skills are required, as well as strong verbal/listening communication skills.

Experience

• Minimum 2 years' experience in an administrative assistant/clerical position
• Supervisory role or equivalent leadership experience
• Experience/demonstrated competencies in organizing and maintaining computers files and drives.
• High level proficiency in MS word, Excel, Outlook and PowerPoint required. Publisher software experience preferred.
• Excellent time management skills and ability to multitask and prioritize work.
• Excellent communication/ interpersonal skills, both verbal and written.
• Intermediate to advance knowledge of computer functions and programs
• Experience with budgets, financial spreadsheets, and financial reporting.
• Experience and knowledge of office equipment.

Education

High school diploma, G.E.D., or equivalent work experience in related field. College or business level courses as a certified administrative professional in business or computer science preferred.

Licensure/Certifications

Not applicable

Equal Opportunity Employer

#LI-CF1

Assigned Work Hours

8:00 am to 4:30 pm, M-F

Position Type

Regular

Pay Range (based on years of applicable experience)

$38.72 to $51.80

The hours employees work determine when a shift differential is paid.

Shift Differentials

• Hourly Evening Shift Differential: $2.71
• Hourly Night Shift Differential: $4.06