Administrative Specialist

Administrative Specialist#26-18207

$36 - $54/hour

Newport Beach, CA

Onsite

Job Description

Our client, a Healthcare company, is looking for a Administrative Specialist for their Newport Beach, CA location.

Responsibilities:

The Administrative Specialist serves as the first point of contact, both in person and for calls.

This person provides key administrative support and plays an important role in the success of the department.

Answer calls and assisting callers; in specialty areas, coordinating or schedule appointments.

Monitor and order supplies as needed, as well as keeping supplies organized.

Schedule equipment repair/service.

Distribute mail and process incoming and outgoing mail.

Schedule room reservations for meetings and maintain room calendars.

Assist in the development of policies, procedures, and departmental forms.

Maintain confidentiality.

Maintain up-to-date unit-specific data, logs and run reports.

Support projects and programs as needed.

Prepares agendas, record and transcribe meeting minutes.

Compile data, review data for discrepancies and trends, suggest solutions, prepare reports, and organize projects.

Process billings and purchase orders (POs).

Multitask and balance workload between complex projects and clerical duties.

Perform other duties as assigned.

Assists with scheduling trainings

Assists with the creation of CAF reports

Creates access badges as authorized by Security or HR

Assists with open requisitions

Manages the lost & found program

Manages records and files for training and certifications

Requirements:

Minimum four to seven (4-7) years of experience.

Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems.

Four (4) years of administrative support experience in a healthcare or medically related field.

Executive Assistant (EA) experience

Candidates who bring both EA experience and healthcare exposure are highly preferred, but not required

Responsibilities are focused on executive-level support and general administrative functions

Emphasis should be placed on strong organizational, communication, and coordination skills typical of EA roles

High school graduate or equivalent.

Bachelor's degree in a healthcare-related field.

English

Read

Write

Speak

Microsoft Office Suite

Word

Outlook

Excel

Administrative Support

Administrative Support in A Healthcare or Medically Related Field

POWERPOINT

Healthcare Database Systems

Completed High School (Diploma or GED)

Projects include, but are not limited to, Pulmonary Rehabilitaon paent program scheduling, Pulmonary Funcon Tesng scheduling support, Fiberopc Bronchoscopy scheduling consulng, Bedside Spirometry, Sputum Inducon, and Arterial Blood Gas sampling paent scheduling as needed.

Diversity

Technology & Equipment Skills

Interpersonal Skills

Job Knowledge

Oral/Written Communication

Travel

Organization Behavioral Competencies:

Business Acumen

Customer Satisfaction

Innovation

Trust & Accountability

Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required.