Admin Secretary - Case Management - Chula Vista Medical Center - Day - Full Time (0.9)

Administrative Assistant

Shift Start Time: 7 AM

Shift End Time: 3:30 PM

AWS Hours Requirement: 8/40 - 8 Hour Shift

Additional Shift Information:

Weekend Requirements: No Weekends

On-Call Required: No

Hourly Pay Range (Minimum - Midpoint - Maximum): $28.170 - $35.210 - $39.430

The stated pay scale reflects the range that Sharp reasonably expects to pay for this position. The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant's years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices.

What You Will Do:

Performs administrative and secretarial assignments under minimal supervision.

Preferred Qualifications:

• H.S. Diploma or Equivalent
• 2 Years secretarial experience.
• AHA Basic Life Support for Healthcare Professional (AHA BLS Healthcare) - American Heart Association -PREFERRED

Essential Functions:

• Administrative Support: Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested. Drafts complex documents from abstract ideas and general information. Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets. Navigates the Sharp Intranet site. Reviews and edits materials as requested.
• Communication and Record Maintenance: Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately. Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes. Develops and maintains databases and uses computer applications as appropriate. Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents. Maintains confidentiality of information and records per guidelines. Completes department specific forms/records/data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).
• Customer Service and Teamwork: Greets, makes welcome, communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, community leaders, etc. Responds with courtesy and patience to calls/visitors who may be angry, distraught etc. Problem solves as appropriate or directs to appropriate resource. Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance. Uses scripts as appropriate including answering phones, transferring calls and service recovery. Communicates effectively with all levels of staff and uses the chain of command. Communicates direct supervisor(s) instructions or desires to various department and individuals.
• Department Efficiency and Effectiveness: Maintains organized and orderly workspace. Orders supplies forms and equipment, maintains stock per guidelines. Completes requisitions and obtains necessary authorizations. Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.). Resource person within department and to other secretarial/administrative staff and the leadership team. Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned. Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned. Coordinates office moves, space modifications, computer access, and other operational change management as assigned.
• Meeting Coordination: Schedules meetings and related resources and confirms participants. Prepares agenda and attachments, attends and takes minutes for meetings as directed. Coordinates schedule of designed individual(s) using appropriate computer application and ensures schedule is current and accurate. Coordinates meetings and schedules to ensure there are no conflicts. Schedules special functions and travel arrangements as directed, following organizational guidelines.
• Class Coordination: Assesses class count and confirms accurate amounts of staff in a timely manner. Coordinates student reminder class and deliver of course materials with office staff. Orders course materials on a regular basis to avoid shortage. Follows up with classroom issues, i.e., room set up, supply shortages, etc. Reviews, processes, documents and updates course paperwork and instructor files according to department policy and Program Administration Manual. May maintains CEU issuance requirements.

Knowledge, Skills, and Abilities:

• Advanced computer skills including Microsoft 365/Office Suite preferred.

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class.