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Cedars-Sinai Sr. Administrative Assistant - Surgery Chair - Full-Time in Los Angeles, California

Make a difference every single day!

At Cedars-Sinai, we're motivated by a collective spirit of innovation and the challenge to continuously improve. Above all, we share a real passion for helping others. Day after day, from department to department, our people give their all to create a community unlike any other. This is just one of the many reasons U.S. News & World Report has named us one of America’s Best Hospitals - and now we invite you to join us and make a difference every single day in service of this outstanding work – perfection and innovation in patient care, research, and community service. From working with a team of dedicated professionals to using state-of-the-art facilities, you’ll have phenomenal resources to do something incredible.

The Surgery department is currently seeking a highly motivated Sr. Administrative Assistant who enjoys and excels at providing administrative support in a team environment.

About the Team

At Cedars-Sinai, our nationally recognized general surgeons are skilled at diagnosing and treating conditions of the abdomen. We have a proven track record in helping people get relief from symptoms and feel their best—from help with weight loss to hernia pain relief to gastroesophageal reflux disease (GERD) treatment.

Our team provides expert trauma and emergency care, as well as minimally invasive surgeries. We are here to ease your mind, answer your questions and help relieve your symptoms.

What will you be doing in this role?

This position performs a broad range of clerical, administrative and general office activities in order to support the facilitation of administrative workflow within the department and/or unit. Supports an individual or multiple staff members by arranging their schedules, appointments and itineraries.

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.

Primary Duties and Responsibilities:

  • 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 Resources, Payroll functions and participates in maintaining departmental budgetary considerations.

  • Schedules appointments and meetings. Makes arrangements for meetings, conferences, or travel for an individual, group or department.

  • Researches and responds to inquiries and calls, may escalate to other levels of the organization as appropriate.

  • 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 information within the department and/or unit.

  • Orders supplies and arranges for equipment maintenance.

  • Submits, monitors and tracks invoices, reimbursements, and supply management. May assist with preparation and submission of expense reports.

  • 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.

Qualifications we are looking for:

  • High School Diploma/GED required.

  • College Diploma preferred.

  • A minimum of 2 years of administrative experience such experience demonstrating ability to independently establish administrative and office procedures; ability to identify problems and resourcefulness to resolve them independently and on own initiative required.

  • Demonstrated ability to compose letters, policy statements, procedure manuals and reports on own initiative; ability to organize complex statistical and narrative reports, charts and exhibits into a complete document suitable for publication and distribution.

  • Ability to edit material and ensure correct punctuation, spelling and grammar.

  • Ability to perform simple mathematical calculations.

  • Proficient to advanced knowledge in Microsoft Office Suite.

  • Experience demonstrating the ability to handle multiple tasks frequently with short timelines, to prioritize and organize work, and to complete assignments in a timely accurate manner.

  • Ability to interact effectively with Directors, Managers, patients, internal staff and representatives of public agencies and businesses.

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.