Job Title: Nursing Office Administrative Assistant / Office Coordinator
Location: 1500 San Pablo, Los Angeles, CA 90033
Work Environment: On-site
Number of Positions: 1
Pay Rate: $30-35.00/hr
Target Start Date: ASAP
Duration of Assignment: 13 weeks with potential for renewal
Work Hours: 8:30 a.m. to 5:00 p.m.
Interview Process:
Interviews will be conducted via MS Teams video
Job Summary:
The Nursing Office Administrative Assistant / Office Coordinator provides essential administrative and secretarial support, including scheduling and coordinating meetings, seminars, and travel, while managing daily priorities. This role involves performing independent and collaborative projects to support the operations of the Nursing Office and nursing units.
Departmental Specific Summary:
This position supports the functioning of the Nursing Office and nursing units by performing clerical and reception duties, maintaining records, coordinating schedules, and assisting with various administrative tasks.
Key Responsibilities:
Type, proofread, edit, copy, and disseminate materials such as correspondence, memos, reports, charts, and grants.
Answer and screen telephone calls, take messages and assist callers within the scope of authority.
Maintain and ensure Nursing Policies and Procedures (P&Ps) are in the correct format for committees, route them for administrative approvals, and ensure posting on the hospital Intranet.
Maintain Nursing Administration records and files.
Ensure accuracy of daily schedules (DSR) and bi-weekly Kronos reports for assigned cost centers.
Coordinate meetings, appointments, and schedules for the Chief Nursing Officer.
Provide research and administrative support for special projects, including data preparation and follow-up.
Coordinate and confirm travel arrangements, including lodging, airfare, car rentals, and expense report preparation.
Maintain the confidentiality of sensitive information such as patient records, hospital finances, and staff details.
Handle inquiries from patients, families, and the general public, assess urgency, and provide appropriate referrals or escalate to the appropriate representative.
Take minutes at meetings and events, prepare agendas, notify participants, and manage room scheduling, meal arrangements, and other event logistics.
Perform other duties as assigned.
Minimum Qualifications:
Must-Haves:
Education: High school diploma or equivalent.
Experience: Minimum of 2 years in a related field.
Skills:
Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and keyboarding.
Excellent organizational skills, attention to detail, and ability to multi-task.
Strong customer service skills, including problem resolution and patient satisfaction.
Ability to handle confidential information with discretion.
Certifications:
Fire Life Safety Training (LA City) – If not already obtained, must be acquired within 30 days of hire and maintained before expiration.
Preferred Qualifications:
Nice-to-Haves:
Familiarity with medical terminology.
Knowledge of GE Centricity for patient appointments and experience with electronic medical records (EMR).
