Located in the heart of the Coachella Valley, you have access to resort-style living and world-class amenities throughout Southern California.
Job Objective:
Assists in administrative operations as directed by leadership. Provides various clerical, administrative, and general office support involving word processing, report preparation, scheduling of meetings and telephone reception.
Job Description:
Education:
Required: High school diploma, GED or higher level degree if hired after January 1, 2023 Preferred: Associate’s degreeRequired: High school diploma, GED or higher level degree if hired after January 1, 2023
Preferred: Associate’s degree Licensure/Certification: N/A
Licensure/Certification:
N/A
Experience:
Required: Two (2) years of administrative support experience
Preferred: Associate’s degree Licensure/Certification: N/A Experience: Required: Two (2) years of administrative support experience Preferred: Experience in a healthcare setting
Essential Responsibilities:
- Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
- Prepares correspondence, reports, schedules, etc. and distributes as appropriate.
- Maintains calendars for leadership; changes in schedule are relayed to all concerned in a timely manner.
- Facilitates meeting setup (date, time, location, materials, catering, etc.) and records and transcribes minutes as requested.
- Answers phones and facilitates prompt messages to appropriate staff; greets and directs walk-in inquiries professionally as necessary.
- Revises and prepares new policies and procedures for department(s) and distributes information in a timely manner to all appropriate areas.
- Assists in creation of forms and flyers
- Prepares staff annual and probationary evaluation packets for all reporting areas.
- Maintains confidential employee personnel files for staff, including but not limited to onboarding documentation, personnel action form changes, terminations, counseling forms, education requirements, etc..
- Maintains confidentiality of information handled and forwards originals to Human Resources Department as necessary.
- Tracks past due evaluations and employee health requirements, and notifies employee(s) monthly of upcoming deadlines.
- Assures all assignments/projects are completed within required timeframes.
- Schedules and coordinates interviews; prepares interview materials and arranges meeting space; assists with travel arrangements on onboarding requirements as directed.
- Obtains signatures and processes requests for capital equipment requisitions, purchase orders, check requests, paid time off (PTO) requests, education, travel expense requests, and other requests/reimbursements as needed.
- Complies with departmental plan to meet budget goals.
- Orders supplies as necessary for the administrative office.
- Picks up, sorts and distributes mail.
Essential Skils:
- Written and verbal communication skills
- Self-starter; driven to take action without needing prompting
- Ability to prioritize tasks and manage time efficiently to meet deadlines
- Problem solving skills to identify issues and formulate effective solutions
- Ability to maintain high degree of confidentiality
- Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)
- Ability to effectively communicate in a positive and professional manner
- Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
- Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
- Ability to adapt quickly to changing priorities and unexpected situations
