Senior Administrative Assistant

Hoag is an approximately $1 billion nonprofit, regional health care delivery network in Orange County, California, that treats more than 25,000 inpatients and 369,000 outpatients annually. Hoag consists of two acute-care hospitals – Hoag Hospital Newport Beach, which opened in 1952, and Hoag Hospital Irvine, which opened in 2010 – in addition to six health centers and nine urgent care centers. Hoag is a designated Magnet® hospital by the American Nurses Credentialing Center (ANCC).

The Administrative Assistant is responsible for the ongoing support of various Hoag IT Programs. The position will also perform administrative duties, analyze data, prepare statistics, conducting special research, and monitor and coordinate project/program activities.

• Provides administrative support for the IT Department. Duties include, but are not limited to typing, photocopying, and message/mail distribution, filing (department business documents) and ordering supplies.
• Processes capital and operational expenses, and manages miscellaneous IT administrative expenses
• Leads department wide initiatives that require considerable, process knowledge and finesses to ensure timely and successful completion.
• Assists managers and directors with projects and workload, and performs project functions when required including IT service items, rounding or testing, and meeting requirements including creating and disseminating minutes.
• Provides support and assistance on Hospital-wide and IT projects such as Technical and Compliance requirements.
• This position requires strong customer service skills to greet visitors and answer/route telephone calls.
• Projects an image of professionalism in communication, appearance and conduct.
• Assists various duties and responsibilities regarding IT office and administrative operations. Examples include; purchasing, employee access, office space, receiving and shipping of equipment, on-boarding new employees, processing invoices, payroll time-tracking, maintaining numerous tracking spreadsheets, among many others.
• Assists and/or manages calendars for the IT Directorate and other IT calendar functions.
• Supports the Hoag Hospitals and Information Technology Department missions. Participates in the continuous quality improvement process. Maintains a working knowledge of departmental standard operating procedures. This knowledge includes the use of standard Hoag desktop applications and other, as needed, computerized applications.
• Provides assistance on various IT projects. Maintains detailed project plans, meeting minutes, issues lists, action items lists, technical documentation and other documentation as appropriate for each area. Communicates project plan and facilitates approval by all involved departments.
• Provide backup support to Executive level leaders including senior leadership meetings.
• Responsible for scheduling meetings with physician, staff and vendors regularly to be familiar with project statuses and issues, reviewing standard project documentation thoroughness, and insuring that the project is on schedule for a successful implementation. Recognizes and escalates critical issues or problems to the Manager or Director.
• Assists in maintaining up-to-date knowledge on the status of multiple projects.
• Performs other duties as assigned

Education, Training and Experience

Required:

• 2 year Associate’s degree or equivalent work experience.
• Minimum 1 year of professional work experience in a corporate environment.
• Strong computer knowledge including Microsoft Word, Excel, PowerPoint, and Outlook

Preferred:

Bachelor’s degree preferred or equivalent experience

Skills or Other Qualifications

Required:

• Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment.
• Strong analytical aptitude and the ability to maintain confidentiality
• Current CA driver’s license required for local travel.
• Computer proficiency required including spreadsheets, database, graphics and queries

Preferred:

• Ability to handle multiple concurrent projects.
• Substantial verbal and written communication skills
• Strong critical thinking and listening skills. Must be able to think outside the box.
• Strong organizational skills.
• Ability to work with minimal supervision.
• Strong written and oral communication skills