University of Southern California Hiring for Executive Assistant – Hospital Administration – Full Time Hour Days (Non-Exemp at Los Angeles, CA  Full Time

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

The Executive Assistant provides administrative support to the Chief Officer and/or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties:

• Responsible for coordination of Governing Board meetings, including scheduling and distributing meeting notices if assisting Chief Officers.
• Responsible for preparation of Governing Board agenda and minutes if assisting Chief Officers.
• Responsible for preparation of leadership meeting agenda and minutes.
• May be responsible for the orientation and training of Administrative Support Staff with regard to Administrative Suite operations, policies and procedures.
• May be responsible for the processing of payroll and personnel forms for Administrative Support Staff.
• Responsible for the processing of time and attendance for the team.
• Responsible for composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc., as directed.
• Responsible for coordinating schedule, including arranging meetings and appointments. This includes scheduling meeting rooms, technology, agenda’s etc., as assigned.
• May be responsible for the timely processing of performance evaluations is assisting with Hospital Administrators’ direct reports.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff and Human Resources, interpreting policy and procedures and assisting in problem identification and resolution.
• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
• Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Must be flexible and have the ability to work in a team environment with other Executive Assistants.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
• May be responsible for coordination and tracking of workflow, schedules, and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• May be responsible for preparation of Administrative Call Schedule and Administrative Vacation Schedule and appropriate distribution of same.
• Demonstrates above skills in all forms of communications, i.e., in person, via telephone, and in writing.
• Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.
• Maintains an open line of communication between management and other staff while demonstrating a professional demeanor at all times.
• Demonstrates collaboration, collegiality, and problem-solving skills.
• May be responsible for the ordering of supplies for the Administrative Suite as well as the maintenance of office machines.
• Performs other duties as assigned.

Required Qualifications:

• High school or equivalent

• 5 years 5-10 years previous administrative/secretarial experience in senior executive setting

• Typing at 60 + WPM.
• Transcription and mathematical aptitude.
• Demonstrates excellent verbal and written communication skills.
• Computer literacy in word processing, spreadsheets, etc.
• Microsoft Office Suite knowledge.
• Organization/time management skills.
• Able to function independently and as a member of a team.

Preferred Qualifications:

• Specialized/technical training Formal secretarial training or equivalent education.
• Associate’s degree Associate or Bachelor’s Degree in a related field.

Required Licenses/Certifications:

• Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $33.00 – $54.02. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.