Primary Duties and Responsibilities

The Sr Administrative Assistant will serve as the first point of contact, both in person and for incoming calls to the department. This person will provide administrative support, playing an important role in the overall success of the department. Responsibilities include answering telephone calls and assisting callers, coordinating appointments. Monitor and/or order office supplies as needed as well as keeping supplies organized. Scheduling equipment repair and service. May distribute mail and process incoming/outgoing mail. Schedules various room reservations for meetings and maintains room calendars as requested. Assists in the development of policies and procedures and departmental forms. Maintains up to date unit specific data, logs, and runs reports for management. May support ongoing Programs or special Projects. Acts as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community. Performs other duties as assigned.

CLINICAL RESEARCH: Assists Regulatory and Financial specialists with review of confidential disclosure agreements. Track IRB Renewals, send reminders, and assist with IRB reviews. Obtain signatures for budgets, MCA's and professional service agreements.

Education and Experience

High School Graduate or equivalent
Working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems
Bachelor’s degree in healthcare-related field preferred
Minimum 2- 4 years' experience required.
Three (3) years’ administrative support experience in a corporate environment preferred

Hoag Health System

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