Cedars-Sinai Senior Administrative Assistant - Neonatology - Full-Time (Day Shift) in Los Angeles, California
Summary of Essential Job Duties:
Performs a broad range of clerical, administrative and general office activities in order to facilitate the administrative workflow within the department and/or unit. Supports multiple staff members or programs by arranging schedules, appointments and itineraries. Displays initiative, resourcefulness and problem-solving skills in all aspects of the performance. Consistently demonstrates effective communication and good judgment in addressing all customer needs.
Primary Duties and Responsibilities:
Coordinates and schedules appointments and meetings. Oversee arrangements for meetings, conferences, and travel for assigned physicians and/or directors.
Researches and responds to inquiries and calls, may escalate to other levels of the organization as appropriate to ensure caller reaches their requested destination.
Formats, types, and edits correspondence, documents, memos, reports, meeting minutes and/or presentation materials.
Compiles financial and operational data from multiple sources to assist management in preparing and monitoring budget and workforce planning and/or other department reports. May prepare summary of information or data.
Distributes and disseminates accurate information within the department and/or unit.
Collaborates with department staff to maintain sufficient supply level for office needs. Orders supplies and arranges for equipment maintenance.
Prepares and submits, monitors and tracks invoices, reimbursements, and supply management. May assist with preparation and submission of expense reports.
Ability to independently establish administrative and office procedures; identify problems and resourcefulness to resolve them independently and on own initiative. Establishes and maintains an internal filing system.
May act as or support the Staff Development Advisory Network (SDAN), Safety Representative and/or Kronos editor within the department and or unit.
Daily interaction with physicians, hospital staff, patients, administrators, vendors and external agencies and businesses.
Department-Specific Duties and Responsibilities:
Under general supervision, coordinates all administrative activities of the office and provides administrative and clerical support to all Neonatologists (8).
Coordinates and schedules CME and multi-department conferences (15 monthly). Gather and submit disclosure forms, special worksheets, attendance and evaluations to meet CME requirements.
Oversee arrangements for meetings, conferences, and travel for assigned physicians and conference speakers.
Demonstrates detailed knowledge of administrative practice, policies and procedures and the ability to independently problem solve and perform duties and responsibilities.
Submit yearly Grand Rounds/Case Conference application to the CME office.
Serves as backup and daily lunch coverage to the Executive Assistant of the Pediatric Chairman’s office.
Schedules and coordinates High Risk Neonatology consultations. Attends associated meetings.
Collects, enters and maintains monthly subspecialty (8) physician call schedules into AMION.
Incumbent will act as the Pediatric Department liaison with the Marketing Department for website updates.
- High School Diploma/GED required.
Experience and Skills:
Two (2) years of office and administrative experience required.
Ability to handle multiple demands and/or manage complex and competing priorities.Ability to use software applications (e.g., Microsoft Office Suite) and operate technological devices (e.g., computer, laptop, tablet, smartphone, etc.).
Ability to demonstrate time management and priority setting skills.
Ability to work within tight timeframes and meet strict deadlines.
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.