Nursing Office Administrative Assistant

Description:
HIGH PROFILE CANDIDATE NEEDED - We need someone with experience assisting senior management and managing multiple calendars. This person will be assisting 3 Nursing Directors and provide assistance to Nurse Managers as needed. This is a fast pace environment so ideally a quick learner who can work independently.

Assignment Information
" Medical Enterprise
o If Medical Enterprise:
Department: Nursing Administration
Cost Center: 8720
PCC/RMG #: 19122
" USC Address where the work is being performed? 1500 San Pablo, Los Angeles CA 90033
" Will this position be virtual/remote, onsite, hybrid? On-Site
o If remote will USC be providing equipment?
" Job Title: Nursing Office Administrative Assistant Office Coordinator
" Number of needs: 1
" Target start date: ASAP
" Duration of Assignment: 13 weeks with potential for renewal
" Work hours: 0830-1700
" Dress code: Business
" Parking/Cost: TBD
" Job Description: See below
" JOB SUMMARY
" Provides administrative/secretarial support, including, but not limited to, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, perform independent and collaborative projects as needed.
" DEPARTMENTAL SPECIFIC SUMMARY
" The Nursing Office Administrative Assistant performs clerical and reception duties that support the functioning of the Nursing Office and nursing units
JOB ACCOUNTABILITIES
Responsible for typing and proofing a variety of materials, e.g., correspondence, memos, reports, charts, grants, etc., as assigned. Responsible for editing copying and appropriately disseminating the aforementioned materials.
Responsible for answering the telephone /screen calls and taking messages or relaying information and assisting callers within scope of authority.
Maintains Nursing Policies and Procedures; assures are in correct format for committees; ensures routing of P&Ps to administrative and medical staff committees for approvals; assures up to date P&Ps are routed for posting on hospital Intranet. Works collaboratively with Chair of Nursing Operations Council in this regard.
Maintain Nursing Administration records/files as appropriate.
Ensures accuracy of Daily (DSR) and bi-weekly Kronos for assigned cost centers.
Responsible for coordinating schedule, including arranging meetings and appointments for Chief Nursing Officer.
Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
Responsible for processing inquiries from patients, their families, and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
Takes minutes of various meetings and special events; prepares draft and final agenda; notification of meeting participants; room scheduling; meal arrangements; and other preparations as required by the nature of the event.
Perform other duties as assigned.

" Interview Process: (phone/video/in person etc.)
The interviews would be via MS Teams video and can be done by Lindsay, Joan and/or Liz.

" What are 3-5 "Must-Haves that you want to see in a resume?
Minimum Skills:
Advanced proficiency with Microsoft Office applications and competent keyboarding.
Excellent organizational skills, detail oriented with strong ability to multi-task.
Customer Service skills including problem resolution and patient satisfaction.
Ability to maintain confidential information.
" What are 3-5 "Nice to Have details that you want to see in a resume?
Preferred Skills:
Familiarity with medical terminology.
Knowledge of Client Centricity for patient appointments and familiarity with electronic medical records.

" What are the required levels experience, education?
Minimum Education:
High school or equivalent

Minimum Experience:
2 years Experience in related field.
This person will be assisting 3 Nursing Directors and provide assistance to Nurse Managers as needed.

Required Certifications:
Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Medical Enterprise - Non-Clinical Onboarding

Background, Education and Employment

Background
Social Security Trace
7 years worked and lived found by SSN Trace
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry
Healthcare Sanctions State
OIG/SAM
Education: HS Diploma (or equivalent GED)
Employment: 3 Employers Must verify 2 out of 3

Other Requirements
HIPAA
Application
Temporary Worker Agreement
Harassment & Discrimination Pamphlet

**Note: ALL IS BILLABLE EXCEPT FOR DRUG SCREEN
1. Bloodwork (Titers) to show they are immune to MMR (Measles, Mumps and Rubella), Varicella (Chickenpox) & Hepatitis B. In the event that they do not have this:
Provide proof they had injections (shot records):
MMR Series of 2
Varicella Series of 2
Hepatitis B series of 3
*MUST be fully vaccinated for:
MMR
Varicella

*Worker can decline HEP B (no exemption form required) Declination Form needs to be on file Supplier can provide own Hep B declination

2. TB Test(yearly)
Date test was done
Must have been read within 24 to 48 hours of the test
In case of positive TB history, must present chest x-ray results.

3. Drug Screen 10 panel
Drug Test Panel:

- AMPHETAMINES
- BARBITURATES
- BENZODIAZEPINES
- COCAINE METABOLITE
- OPIATES
- CODEINE
- MORPHINE
- HYDROCODONE
- HYDROMORPHONE
- OXYCODONE
- PHENCYCLIDINE
- METHADONE
- PROPOXYPHENE

4. Influenza for Current Flu Season: Flu shot is ONLY good for the season which is 11/1 through 4/30.
If they start on May 1st, they don't need the vaccine until next Fall. It is recommended for Workers to wait and get the vaccine AFTER Sept 1st. The facility accepts a signed personal/medical exemption.

5. COVID Vaccinations
Fully vaccinated with Covid-23-24 Vaccine. The facility accepts a signed religious/medical exemption.

*Exemption form accepted for:
COVID
FLU
Working Job Title Nursing Office Administrative Assistant Markup Category Admin/Clerical Shift Details/Expected Working Days and Hours 0830-1700 Dress Code/Special Attire Business Does this position require driving? No Will resource have direct patient contact? No HIPAA training required? Yes Nearest Parking Location TBD Will job responsibilities include working directly with minors? No Does the position allow for the worker to be virtual/remote? No Shore Options Available for this Position Onshore Only Hours per Day 8 Hours per Week 40 Total Hours 520.00

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