Administrative Assistant

  • Location: Whittier, California
  • Type: Contract
  • Job #76943

APR Consulting, Inc. has been engaged to identify a Administrative Assistant

Location: Whittier, CA 90602
Position: Administrative Assistant
Pay Rate: $24.57/hr.
Duration: 8 weeks
Expected Shift: Full time: Monday – Friday (07:00 AM – 03:30PM)

POSITION SUMMARY
Perform a variety of secretarial, clerical, and administrative duties as assigned by VP Facilities and Construction and Plant Operations and Maintenance (POM) Manager. Performs the highest level secretarial/assistant duties in which the end result relieves the Administrative staff of many routine and some specialized tasks. He/she is the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the Administrative staff for special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, tracking and assisting with follow-up with stakeholders as needed to ensure timely completion of projects, tracking and preparation of contracts, correspondence, filing, telephones, travel logistics and other special events and duties as needed.

REQUIREMENTS

  • Required:
    • High School graduate
    • Five years of progressively responsible secretarial experience in hospital/healthcare setting
    • High level of proficiency in the use of all Microsoft Office programs required.

DUTIES AND RESPONSIBILITIES:

1. Safeguards and preserves the confidentiality of patient’s protected health information in accordance with State and Federal (HIPAA) regulatory requirements, hospital and departmental policies.

2. Ensures a safe patient environment and adherence to safety practices per policy.

3. With consideration to age, employee utilizes the approved process to resolve biophysical, psychological, educational and environmental needs of patient/significant other when administering care.

4. Arrange meetings and conferences; follow-up in all aspects (notices, distribution of meeting materials, menus food delivery and presentation, meeting set-up, audio visual resources, etc.) for the executives he/she supports. Complete minutes from meetings as requested and ensures accurate and timely completion of documentation. Set-up WebEx when required.

5. Participates in meetings as requested to assist in the active management of projects in partnership with Vice President of Facilities and Construction to optimize productivity and accountability with projects.

6. Thoroughly screen mail; read and react appropriately to communications regarding areas with deadlines while showing strong initiative to the executives he/she supports.

7. Answer phones for Facilities Support in a prompt and effective manner. Direct service calls to the proper engineer, maintenance worker, technician, or department of accountability.

8. Input of work orders in computerized work control system and run computer generated work status reports.

9. Update and maintain preventive maintenance program in a computerized work control program.

10. Transcribe memos, correspondence, schedules and reports for VP Facilities and POM Manager.

11. Prepare and process Special Material Requisitions of material, supplies and services to be purchased, follow through with purchasing process to ensure timely delivery, obtaining approved authorized signatures.

12. Process invoices for materials, supplies and services on a timely basis, obtaining proper signature approval.

13. Develop and manage tracking systems for check requests, Special Material Requisitions purchase order numbers, service tickets, and invoices.

14. Develop department reports, as needed, e.g., monthly percentage of completion of preventive maintenance work orders.

15. Develop and manage a suspense system for reports, annual personnel evaluations, and replies to correspondence.

16. Maintain confidentiality on personnel files, incidents, counseling reports, performance appraisals and any other proprietary information.

17. Schedule various individual and departmental meetings.

18. Record and transcribe minutes from staff meetings as required. Maintain departmental meeting binder.

19. Establish and maintain a filing system.

20. Establish and follow procedures for maintaining documentation files for reviews by CIHQ, CDPH, CMS, and other governing agencies.

21. Assist VP Facilities and POM Manager in report preparation.

22. Distribute informational news/bulletins, approved by Vice President of Facilities to department supervisors under Facilities Support for posting on bulletin boards located within their departments.

23. Process incoming and outgoing mail on a daily basis. Open and screen mail for VP Facilities and Construction and POM Manager.

24. Manage departmental contracts and process. Assist the VP Facilities and Construction with development and processing of all departmental contracts.

25. Complete all other duties as assigned by VP Facilities and Construction.

Our client is one of the largest Healthcare Staffing Providers in the United States, to be assigned at one of their affiliated hospitals/healthcare facilities.

This particular client is requiring that all new hires show proof of vaccination. However, accommodations may be made for those with disabilities or religious reasons who cannot obtain a vaccine.
 
Since 1980 APR Consulting, Inc. has provided professional recruiting and contingent workforce solutions to a diverse mix of clients, industries, and skill sets nationwide.
 
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
 
Don’t miss out on this amazing opportunity! If you feel your experience is a match for this position, please apply today and join our team. We look forward to working with you!

#SLA

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About APR Consulting
APR Consulting, Inc., is one of the most trusted talent acquisition and workforce solutions providers in the United States. Known for exceptional responsiveness, agile strategies, and consistently high-level talent, the firm has become a go-to for organizations and managed services providers navigating complex change and urgent challenges. Since its founding in 1980, APR has transformed from a California IT-focused staffing firm to a full-service solutions provider filling a wide range of positions and serving over eight industries — including aerospace and defense, healthcare, IT, telecom, hospitality/gaming, sports/entertainment, government, and utilities –– in all 50 states, with a loyal roster of more than 850 specialized professionals.