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Admin Assist-2

Job ID JR116370 Date Posted 01/10/2022
San Diego, California
  • Corporate Offices
  • Variable
  • Per Diem
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Responsibilities

What You Will Do
Performs administrative assignments under minimal supervision.

Preferred Qualifications
  • H.S. Diploma or Equivalent
  • 3 Years secretarial experience.

Essential Functions
  • Administrative Support
    Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested.
    Drafts complex documents from abstract ideas and general information.
    Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets.
    Navigates the Sharp Intranet site.
    Reviews and edits materials as requested.
    Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately.
    Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.
    Develops and maintains data using appropriate computer applications.
    Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.
    Maintains confidentiality of information and records per guidelines.
    Completes department specific forms, records and data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).
  • Customer Service and Teamwork
    Communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, etc.
    Responds with courtesy and patience to calls/visitors who may be angry, distraught etc. Problem solves as appropriate or directs to appropriate resource.
    Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance.
    Answers phones, transfers calls and performs service recovery where appropriate.
    Communicates effectively with all levels of staff and uses the chain of command.
    Communicates direct supervisor(s) instructions or desires to various department and individuals.
  • Department Efficiency and Effectiveness
    Maintains organized and orderly workspace.
    Orders supplies, forms and equipment, maintains stock per guidelines.
    Completes requisitions and obtains necessary authorizations.
    Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.).
    Resource person within department and across Sharp system.
    Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned.
    Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned.
    Coordinates office moves, space modifications, computer access, and other operational change management as assigned.
  • Meeting Coordination
    Schedules meetings and related resources and confirms participants.
    Prepares agenda and attachments, attends and takes minutes for meetings as directed.
    Coordinates schedule of designated individual(s) using appropriate computer application, ensures schedule is current and without conflicts.
    Schedules special functions and travel arrangements as directed, following organizational guidelines.

Knowledge, Skills, and Abilities
  • Must be detail oriented, flexible and adaptable to a variety of situations.
  • Strong organizational and time management skills with ability to prioritize assignments.
  • Advanced computer skills including Microsoft 365 Office Suite and Microsoft Teams preferred.

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class


H.S. Diploma or Equivalent
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"After nearly 10 years of working here, it's still one of the hardest jobs I've ever loved. If you find a niche here, you'll be working with some of the smartest in the industry. This is where they'll respect you for thinking outside the box and kindness matters. They expect consistency and hard work, but pay you well to do it."

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