Administrative Assistant I

Job Content Description-Administrative Assistant I

* Education & Communication Requirements
* Bachelor's degree: Business, Business Administration or Healthcare Administration.
* English proficiency, verbal and written.

Knowledge/Skills/Abilities

* Ability to be flexible in the workplace and prioritize projects.
* Excellent communication skills - written and verbal.
* Basic knowledge of operating standard office equipment (i.e. computer, scanner, fax machine, printer).
* Ability to work as a member of a team.
* Ability to work well under pressure and meet multiple and sometimes conflicting deadlines.
* Ability to interact in an appropriate and professional manner.
* Demonstrated cooperative behavior and positive problem-solving and conflict resolution skills.
* Availability to work dependable, flexible shift.
* Good written and oral communication skills.
* Attention to detail and the ability to work in a fast-paced hospital environment.
* Strong organizational communication and multitasking skills.
* Familiarity with electronic health records systems: Software including QGenda, Word & Excel, Hardware including PC, Printers & Scanners.
* Use of personal vehicle.

Fellowship Coordinator/Medical Student Coordinator

* Maintain area personnel files for Regional Anesthesiology and Trauma Fellows and Medical Students.
* Organize and maintain academic files for Regional Anesthesiology and Trauma Fellows.
* Run duty hour compliance reports in MedHub to ensure fellows are following ACGME policies and requirements.
* Run required evaluation reports in MedHub of all Regional and Trauma Fellows, prepare aggregate evaluation comments for quarterly meetings.
* Upload required documents for Residents such as licensure, medical school diploma, NPI, yearly contracts, curriculum vitae, etc. in MedHub.
* Maintain Anesthesiology Fellowship department profile in ACGME - ADS online case log system by updating Fellow and Faculty information, new Fellows, graduating Fellows, academic activity, research, etc.
* Update annual program review for ACGME to maintain Fellowship program accreditation.
* Report 6-month training evaluations for Residents in the ABA (American Board of Anesthesiologists) website, enroll Residents for the ITE (In-Training Exam), enroll new onboarding residents.
* Organize monthly and weekly calendars of the Fellowship academic calendar.
* Prepare power points for the Fellows' case presentations (bi-monthly).
* Update the Fellowship call schedule in MedHub.
* Assist Director of UCLA Medical Student Clerkship with monitoring the inflow of elective rotation applicants and preparing them for review.

o Liaison between David Geffen School of Medicine at UCLA and Harbor-UCLA Medical Center's Department of Anesthesiology when enrolling medical students in their 4th year in our anesthesia elective course.

o Assist new medical students with onboarding process at Harbor, inclusive of Live-Scan, Employee health, etc.

* Assist Director of Regional Anesthesia Fellowship and Trauma Anesthesia Fellowship with interviews and communication with potential candidates.

o For accepted fellowship candidates: Ensure their onboarding process at Harbor is completed before the start of their clinical and academic duties.

Communication and Collaboration

* Ability to serve as a liaison between the anesthesiology department and other hospital departments.
* Ability to assist in communication with external partners, vendors or medical facilities regarding anesthesia services.

Budget & Financial Management:

* Provide support and manage the department budget, tracking expenses and reporting financial performance.
* Assist in financial planning and resource allocation for the anesthesiology department.
* Manage and follow several contracts to comply with the County regulations.

Staff Coordination:

* Manage scheduling for anesthesia staff, including anesthesiologists, nurse anesthetists, NPs and residents.
* Coordinate staff meetings, training sessions and continuing education programs for the department.

Compliance and Regulatory Support:

* Assist with maintaining compliance with hospital policies, healthcare regulations and legal requirements related to anesthesiology.
* Help in organizing documentation for departmental audits and inspections.

Supply and Inventory Management:

* Coordinate with medical staff to maintain an inventory of anesthesia equipment and supplies.
* Place orders for necessary materials and manage inventory levels in collaboration with the supply chain department.

Contacts and Working Relationships Required on the Job

* Internal: hospital and department administrators, faculty physicians, resident physicians, certified nurse anesthetists, nurse practitioners, anesthesia technicians.
* External: affiliated hospital department administrators, physicians, resident physicians, potential candidates for faculty, resident and fellowship positions, anesthesiology professional organizations and accrediting bodies.

Essential Job Functions

* Provide general administrative and clerical support including mailing, scanning, faxing and copying to management. (25%)
* Prepare and modify documents including correspondence, reports, drafts, memos, PowerPoints and emails. (15%)
* Maintain electronic and hard copy filing system. (15%)
* Act as a liaison between our department and other departments and affiliate hospital institutions and provide correspondence when necessary. (25%)
* Coordinate meetings, interviews and conference calls as needed or anticipated. (20%)

Basic Duties and Responsibilities or Purpose of Position

* Review applications and assessments for completeness; schedule, prepare, maintain and manage interview schedules and correspondences; and review and gather required documents for hiring.
* Monitor and oversee multiple DHS contracts.
* Prepare faculty dossiers for academic appointments at UCLA, David Geffen School of Medicine and maintain the academic files for each faculty.
* Be responsible for maintaining the personnel and academic files, run reports for review by the Program Director and evaluation committee, prepare documents and reports for quarterly meetings, coordinate and organize yearly interview process for prospective trauma anesthesiology.
* Review applications and schedule UCLA and out-of-state medical students for their anesthesia rotation at Harbor. Prepare and review onboarding paperwork/documents required prior to the anesthesia rotation. Coordinate with HR and employee health to ensure live scan and health clearance are completed prior to the start of their anesthesia rotation.
* Other duties as may be assigned (required).

All LA BioMed employees are expected to conduct themselves in forthright and professional manner while performing their work and to maintain harmonious relationships with other employees and supervisors. This includes but is not limited to the following:

* Attend and productively participate in staff meetings and trainings as needed
* Maintain high degree of responsibility for client confidentiality
* Maintain a pleasant, courteous, tactful attitude with all contacts
* Work with minimal supervision in exercising initiative in organizing and completing daily tasks
* Solve minor problems by using judgment based on knowledge of Institute policies and department practices and procedures
* Meet established productivity and task management standards for assigned duties
* Overtime is a condition of employment and may be required based on the needs of the Institute
* Responsible for other tasks as may be required for efficient operation of the department

This description reflects in general terms the type and level of work performed. It is not intended to be all-inclusive, nor portray the specific duties of anyone incumbent. Management reserves the right to change, rescind, add or delete the duties and responsibility of positions within this job classification at any time.

Salary:

$21.00 - $26.30 HR