Cedars-Sinai Executive Administrative Assistant - Surgery/Ortho in Los Angeles, California
Align yourself with an organization that has a reputation for excellence! Cedars Sinai was awarded the National Research Corporation’s Consumer Choice Award 19 years in a row for providing the highest-quality medical care in Los Angeles. We also were awarded the Advisory Board Company’s Workplace of the Year. This annual award recognizes hospitals and health systems nationwide that have outstanding levels of employee engagement. We provide an outstanding benefits package, along with competitive compensation. Join us! Discover why U.S. News & World Report has named us one of America’s Best Hospitals.
What will you be doing in this role?
Provides administrative support to executive level and coordinates the administrative activities of the office. Demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger Health System in organizing and prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow of business through the office. Maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports; and performs related duties as required. Coordinates/ administers human resource, payroll functions and participates in maintaining departmental budgetary considerations.
Duties and Responsibilities:
Screens and prioritizes calls and appointments, routes inquiries to other levels of the organization as appropriate. Maintains supervisor’s calendar, schedules appointments and meetings, makes travel arrangements. Arranges meetings hosted by the department, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided
Types from rough draft or verbal instruction, correspondence, narrative and statistical and reports. Takes and transcribes minutes of meetings. Composes more routine business correspondence for supervisor signature independently or with minimal direction. Ensures that spelling, punctuation and grammar are correct.
Establishes office filing system and database records for office. Prepares periodic, recurring reports from database. Creates special reports and new file and database systems on own initiative as required. Researches, gathers, edits, compiles, and organizes information from other departments, outside agencies, etc. in response to requests for special reports
Reviews various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator. Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverable
Reviews ‘Kronos’ the departmental employee time keeping system per pay period and signs off appropriately.
Department Specific Responsibilities
Maintains the calendar and committee schedules and ensures accuracy. Schedules appointments and meetings and communicates accurately to supervisors; coordinates meeting/audio-visual/catering logistics and ensures agendas and handout materials are ready. Arranges meetings and conferences hosted by the supervisors, including fund-raisers. Types and formats manuscripts and papers for publication
Assist in coordinating budget process including the assessment of requirements and developing projections for staffing, wage and non-wage budgets. Maintain financial information; track expenses and reconcile variances against budget. Handle division purchases. Process and submit items for Vice Chair and faculty for reimbursement.
Prepare periodic, recurring reports on own initiative or as directed. At the direction of the supervisors or designee, researches, gathers, compiles and organizes information from other departments, outside agencies, etc., for special reports and information requests.
Serves as liaison, resource and facilitator for external and intra/interdepartmental issues. Interacts effectively with Directors, Chair, Vice-Chairs, Medical Directors, faculty, internal staff and representatives of public agencies and business. Serves as liaison for Chair’s VIP patients, high level administrators, physicians, donors and staff across the medical center campus.
Establishes and maintain a filing system and multiple database records for the office which incorporates pending projects, research, and departmental files.
Handle confidential personnel related issues. Maintain correspondence which is confidential, faculty-related, attending related and concerning hospital matters.
Coordinate / support special projects within the department. Assist in planning multi-level, one-time projects within the department, such as symposium, special events, fundraising activities, and academic events.
Reviews reports and data. Notes variances and discrepancies of reported data from that planned or projected, and ensures that they are brought to the attention of the Vice-Chair for action as necessary. Assembles files and background information to facilitate and assist in timely action.
Coordinates year-end and semi-annual faculty evaluations and creates end-of-year division summary.
Uses own judgment in evaluating the urgency/importance of a particular matter and triaging appropriate. When appropriate, takes own initiative to resolve situations or concerns independently using available resources. Communicates to supervisor the actions taken. Represents and acts on behalf of the Departments in a professional manner.
High School Diploma/GED required
Associate Degree/College Diploma preferred
- 4+ years of progressive responsibility in office administration with a background of customer service required
Skills, Knowledge and Abilities
Ability to type proficiently (60-75 wpm); edit material using Windows or comparable system;
Able to compose letters, policy statements, procedure manuals and reports; Experienced in organizing and transcribing complex statistical and narrative reports, charts and exhibits suitable for publication and distribution;
Experienced in handling multiple tasks with short timelines, and must be able to prioritize assignments
Collaborate with internal and external stake holders to Independently complete assigned projects
Cedars-Sinai is an EEO employer. Cedars-Sinai does not unlawfully discriminate on the basis of the race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer-related or genetic characteristics or any genetic information), marital status, sex, gender, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law.