GENERAL DUTIES:Provides comprehensive secretarial and administrative services for Director. The administrative assistant will also serve as a support resource for the Manager and assist with other department needs. Works independently receiving a minimum of detailed supervision and guidance.
DEPARTMENT SPECIFIC DUTIES:•Able to independently assimilate, analyze, and synthesize information. Reports are clear, concise, and definitive.•Type and/or transcribe forms, minutes, correspondence, interdepartmental communications, material for policy and procedures, class outlines, lesson plans, summaries, handouts, flyers, budget information, performance improvement studies, monthly calendar of courses, maintenance requests, tests, and other department-related material. Work and distribution is timely and accurate. •Research and prepare material for general projects and reports as required by the Department Director. •Establish, maintain, and control appropriate systems for receiving, processing and filing of appointments, schedules, daily correspondence, and related materials for the Department Director.•Effectively communicates with the Department Director to keep them informed of their appointments and correspondence on a daily basis.•Answer phones. Updates directory at each pod to keep up to date.•Schedules appointments in a timely fashion. Handles phones, taking and relaying messages clearly and promptly.•Originates and/or transcribes correspondence, memoranda, and minutes for the Department Director. May assist department staff with secretarial needs per Department Director. •Assists with policy and procedure manual updates/revisions as assigned. •Post informational notices in appropriate locations.•Coordinates travel plans and arrangements when requested and prepares expense reports as needed.•Demonstrate a high degree of internal systems knowledge and creativity.•Prioritizes assignments to meet pre-established deadlines.•Provides necessary documentation to outside agencies when requested.•Enter job requisitions into Taleo.•PAFs for LOAs, transfers, adding new premiums for TNCC, ACLS, PALS, etc.•Processes terminations•Receive and process time corrections and requests for time off, assists with all missed punches into Kronos payroll system, tracks attendance and LOAs for possible performance management, prepares and places timesheets in the Time Card binder for staff to review for accuracy, assists with biweekly payroll for Department .•Assign lockers to new employees and creates mailboxes.•Monthly tracking of RN licenses and certifications.•Accurately processes confidential employee assessments; prepares paperwork for new positions, transfers, and terminations.•Maintain individual staff files.•Daily review pre-authorizations for continuing education.•Daily tracking CA PSL days.•Daily printing of A8 reports.•Daily verification of PCSS assignments/breaks/acuities completed.•Weekly printing of labels for: "medications and side effects" white folders.•Annual collect and date annual union vacation bids.•Printing of census report: review patient morse scales and audit fall risk tabs and yellow socks.•Gathers patients’ information through surveys•Daily filing/scanning of all documents in paperless office.•Daily check of copy machine, fax machine and misc. equipment in running order.•Enter work orders as needed.•Complete and submit purchase requisitions and payment requests for office supplies, books, audio-visual aids, and capital equipment. Follow-up to ensure appropriate action is taken for requests and equipment is received in a timely manner.•Develop forms and perform data entry for specific financial management reports. Verify and process invoices and/or check requests for payment.•Gives tours of department.•Assist shift managers when needed.•Daily rounding on floor for: dirty linen rooms, linen on top of linen carts, any cardboard on CS and/or med rooms, dirty dishes in two patient pantries, tidy family room and replenish k-cups/paper towels, etc.•Monthly reporting of hand hygiene data and secret shopper audit.•Monthly reporting of restraint data.•Monthly device day count data.•Bi-annual inventory.•Annual competencies.•Annual performance appraisals•Prepare performance management.•Other duties as assigned.
•Associates or equivalent degree, or comparable experience.•Two or more years of related business or functional experience. Duties must include a variety of office tasks, such as public contact, computer usage, word processing, typing, filing, routine fiscal tasks, and answering telephones.•Proficient in the use of Microsoft Office products (i.e. Word, Excel, and PowerPoint).•Able to maintain confidentiality of sensitive matters and documents. •Excellent Customer Service skills in interactions with Medical Center personnel, outside vendors, and the public. Responds courteously when under pressure.•Ability to manage multiple assignments effectively, compose written material; work well under pressure; problem solve; organize and prioritize workload; recall information, pay close attention to detail. •Language Skills: Able to communicate effectively in person, in writing and on the telephone. Ability to read and interpret information and data. Ability to write, transcribe and compose required documents. •Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations and report development.•Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions or education furnished in written, oral, diagram, or schedule form.Preferred:•Previous experience in administrative assistant role.•Knowledge of medical terminology preferred.•Experience with billing, scheduling if this is a function of the department.
Job: Non-Clinical/AdministrativePrimary Location: Palm Springs, CaliforniaHospital Location: Desert Regional Medical CenterJob Type: Full-timeShift Type: 8 Hour Day Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.
Tenet participates in the E-Verify and Work Opportunity Tax Credit (WOTC) programs. Follow the links below for additional information.