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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.

Educational Requirements:

  • High School Diploma/GED required.

License/Certification/Registration Requirements:

  • N/A

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.

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