Medical Affairs Executive Assistant

4 weeks ago

California, United States Cedars-Sinai Full time

Job Description

  • Job Summary

The Executive Assistant provides administrative support to executive level and coordinates the administrative activities of the office. Demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger Health System in organizing and prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow of business through the office. Maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports; and performs related duties as required. Coordinates/ administers human resource, payroll functions and participates in maintaining departmental budgetary considerations.

Job Duties & Responsibilities:

  • Screens and prioritizes calls and appointments, routes inquiries to other levels of the organization as appropriate. Maintains supervisor's calendar, schedules appointments and meetings, makes travel arrangements. Arranges meetings hosted by the department, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided
  • Types from rough draft or verbal instruction, correspondence, narrative and statistical and reports. Takes and transcribes minutes of meetings. Composes more routine business correspondence for supervisor signature independently or with minimal direction. Ensures that spelling, punctuation and grammar are correct.
  • Establishes office filing system and database records for office. Prepares periodic, recurring reports from database. Creates special reports and new file and database systems on own initiative as required. Researches, gathers, edits, compiles, and organizes information from other departments, outside agencies, etc. in response to requests for special reports
  • Reviews various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator. Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
  • Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverable
  • Reviews 'UKG' the departmental employee time keeping system per pay period and signs off appropriately.
  • Provides administrative support for the PARS/COARS program including scheduling, minute taking and organization of the PARS/CORS committees for the medical center and for the medical network.
  • In conjunction with the PARS/CORS chair, program manager, staff and record all meetings related to the program
  • In conjunction with the PARS/CORS chair, program manager, organizes, documents, and records all PARS/CORS follow-up including interventions.
  • Manages highly sensitive data from multiple inputs including management of technical aspect for data exchange

Qualifications

Education

Minimum of a HS Diploma Required

Associates Degree in Business, Accounting, Computer Operations preferred

Experience

Minimum of 4 years progressive experience with responsibility in office administration and customer service required

Req ID : 4295

Working Title : Medical Affairs Executive Assistant

Department : Medical Affairs

Business Entity : Cedars-Sinai Medical Center

Job Category : Administrative

Job Specialty : Administrative

Overtime Status : NONEXEMPT

Primary Shift : Day

Shift Duration : 8 hour

Base Pay : $ $54.64

Cedars-Sinai is an EEO employer. Cedars-Sinai does not unlawfully discriminate on the basis of the race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer-related or genetic characteristics or any genetic information), marital status, sex, gender, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law.


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