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Administrative Assistant III
2 months ago
This role is for the University of Southern California with a duration of 3 months and onsite.
Job Summary:
The Nursing Office Administrative Assistant is responsible for providing comprehensive administrative and secretarial support to the Nursing Office. This role includes managing schedules, coordinating meetings, and handling independent and collaborative projects as needed. The assistant plays a crucial role in ensuring the smooth operation of the Nursing Office and its units.
Key Responsibilities:
- Document Management: Type, proofread, edit, and disseminate a variety of materials such as correspondence, memos, reports, charts, and grants. Ensure accuracy and proper distribution.
- Communication: Answer telephone calls, screen calls, take messages, and relay information within the scope of authority. Provide appropriate assistance to callers.
- Policy & Procedure Management: Maintain Nursing Policies and Procedures, ensuring they are correctly formatted and routed to relevant committees for approval. Collaborate with the Chair of Nursing Operations Council to update and post policies on the hospital Intranet.
- Record Keeping: Maintain Nursing Administration records and files as needed.
- Payroll & Attendance: Ensure the accuracy of Daily Staff Reporting (DSR) and bi-weekly Kronos for assigned cost centers.
- Scheduling: Coordinate and arrange meetings and appointments for the Chief Nursing Officer and other senior nursing staff.
- Project Support: Provide research and administrative support for special projects, including data preparation and follow-up.
- Travel Coordination: Arrange and confirm travel plans, including lodging, transportation, and preparation of travel authorization forms and expense reports.
- Confidentiality: Maintain the security of sensitive information, including patient records, financial data, and legal documents.
- Inquiry Management: Handle inquiries from patients, families, and the general public, assessing the urgency and making appropriate referrals or escalating to the Administrative Representative as necessary.
- Meeting Support: Take minutes during meetings and special events, prepare agendas, notify participants, schedule rooms, arrange meals, and manage other event logistics.
- Additional Duties: Perform other duties as assigned.
Must-Have Qualifications:
- Technical Skills: Advanced proficiency in Microsoft Office applications and competent keyboarding skills.
- Organizational Skills: Excellent organizational abilities, attention to detail, and strong multitasking skills.
- Customer Service: Strong customer service skills with a focus on problem resolution and patient satisfaction.
- Confidentiality: Ability to handle and maintain confidential information with discretion.
Preferred Qualifications:
- Medical Terminology: Familiarity with medical terminology.
- EMR Systems: Knowledge of GE Centricity for patient appointments and experience with electronic medical records.
Required Experience and Education:
- Education: High school diploma or equivalent.
- Experience: Minimum of 2 years of experience in a related administrative or secretarial role. Experience in healthcare is preferred.
- Collaboration: This role requires the ability to assist three Nursing Directors and provide support to Nurse Managers as needed.
