AHD Administrative & Project Assistant PB

Alameda Health System; Alameda (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Alameda Health System in Alameda, CA is seeking an AHD Administrative & Project Assistant at Park Bridge to provide confidential administrative support and help manage departmental projects for the Associate Administrator. The role includes supervising PBX Operators, handling invoices, mail, and meeting logistics.

The ideal candidate will have a high school diploma or GED and at least two years of general office experience, preferably in a medical environment.

Qualifications

• Education required: High Diploma or GED.
• A.A. or Bachelor's degree preferred.
• Minimum two years of general office experience, preferably in a medical environment.

Responsibilities

• Coordinates and implements departmental projects; provides operational and procedural support.
• Greets visitors professionally; handles complaints with confidentiality and routes to leadership.
• Processes monthly vendor invoices; verifies approvals; submits for payment; maintains confidential filing.
• Hires, trains and supervises PBX Operators; conducts evaluations and coverage.
• Relieves leadership of administrative tasks; researches issues and references matters to staff.
• Sorts, screens, routes mail; prepares outgoing mail; drafts routine correspondence for signature.
• Prepares documents and agendas; transcribes minutes; distributes notes; supports meetings and special reports.
• Contacts vendors and public; screens calls; provides information requiring leadership area knowledge.
• Payroll tasks: Kronos punch verification, corrections, and final payroll review.
• Tracks annual physicals; coordinates monthly employee clinics; monitors licensure expiry dates.
• Liaises with HR Business Partner on employee issues and benefits.
• Monitors supplies, orders materials; updates employee forms.
• Participates in programs like Daily Morning Stand Up, Angel Care, Walking Round, Manager of the Day, Fall Committee.

Skills

Confidentiality

Professional communication

Customer service

Meeting coordination

Education

High school diploma or GED

Associate or Bachelor's degree preferred

Tools

Kronos payroll system

Job description

AHD Administrative & Project Assistant PB

Alameda Health System Alameda, California, United States

About this position

SUMMARY: The AHD Administrative & Project Assistant at Park Bridge provides confidential administrative support and carries out responsibilities in a manner that helps establish a professional environment appropriate to the assigned function. The incumbent supports, coordinates, implements and/or manages a variety of key departmental projects. This position performs operational and administrative support duties as required for the Associate Administrator at Park Bridge. This position supervises the PBX operators. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification, however, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Coordinates and implements a variety of departmental projects; provides operational and procedural support to the department leadership by coordinating and assisting with day-to-day department operations.

2. Greets visitors in a friendly and professional manner and directs to appropriate location. Receives complaints from patients, physicians, or visitors, documents and routes to appropriate department leadership, maintaining strict confidentiality. Remains calm, professional, and polite when faced with visitors who are upset, openly hostile or angry. Answers telephone and takes complex messages, or routes as appropriate. Serves as initial contact between Administration and other departments, visitors, physicians, and hospital staff.

3. Receives monthly invoices from vendors providing contracted services, verifies approvals getting signatures as appropriate, and submits for payment. Tracks outstanding invoices and works with AP to resolve any issues related to payment amount or timeliness. Develops and maintains confidential filing system which ensures safe storage and easy retrieval of key documents, contracts and records.

4. Handles confidential information which has not yet been made public and normally available only to the department leader and his/her top-level staff.

5. Hires, trains and supervises PBX Operators, ensuring that they are meeting required performance and attendance standards. Ensures Operators are greeting our visitors in a friendly and professional manner and directed to appropriate location. Addresses poor performance and behaviors as necessary. Completes annual performance evaluations. Relieves PBX Operators for breaks.

6. Relieves department leadership of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research.

7. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the department leadership's attention. Prepares outgoing mail as needed. Composes routine correspondence for signature by Management.

8. Prepares correspondence and documents; prepares agendas and transcribes minutes of monthly department leadership's managers and department/team meetings; may take dictation from the department leadership; schedules, works with manager on agendas for meetings and other special committee meetings; take notes and distribute as instructed; edits drafts for composition and grammatical structure; prepares special reports.

9. Relieves department leadership of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers mattes to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment. Screens phone calls, often personally handling those originally intended for the department leader; provides information requiring knowledge of the department leader's particular area of responsibility.

10. Responsible for facility payroll tasks which include running daily reports for managers, daily review of employee punches in Kronos – investigating and correcting missing or incorrect information and final review and approval of payroll before submission.

11. Responsible for tracking annual physicals and coordinating monthly clinics to provide physicals to employees. Monitors employee licensure and certification expiry dates. Ensures employees out of compliance are not allowed on the schedule.

12. Resources for employees and liaison to HR Business Partner for employee-related issues. This includes work-related injuries, benefits, various employee-related web-based systems.

13. Responsible for monitoring of supplies and ordering as needed. Keeps employee forms up-to-date and accessible.

14. Participating member in several key programs including; Daily Morning Stand Up, Angel Care Program, Walking Round Program, Manager of the Day and the Fall Committee.

MINIMUM QUALIFICATIONS:

• Education: High Diploma or GED required.
• Education: A.A. degree or Bachelor's degree preferred.
• Minimum Experience: Two years of general office experience, preferably in a medical environment.