Administrative Assistant, Network Administration, (Novato), Full-Time, Days
MarinHealth Medical Network
Date: 20 hours ago
City: Novato, California
Salary:
$23.04
-
$32.25
per hour
Contract type: Full time
ABOUT MARINHEALTH
Are you looking for a place where you are empowered to bring innovation to reality? Join MarinHealth, an integrated, independent healthcare system with deep roots throughout the North Bay. With a world-class physician and clinical team, an affiliation with UCSF Health, an ever-expanding network of clinics, and a new state-of-the-art hospital, MarinHealth is growing quickly. MarinHealth comprises MarinHealth Medical Center, a 327-bed hospital in Greenbrae, and 55 primary care and specialty clinics in Marin, Sonoma, and Napa Counties. We attract healthcare’s most talented trailblazers who appreciate having the best of both worlds: the pioneering medicine of an academic medical center combined with an independent hospital's personalized, caring touch.
MarinHealth is already realizing the benefits of impressive growth and has consistently earned high praise and accolades, including being Named One of the Top 250 Hospitals Nationwide by Healthgrades, receiving a 5-star Ranking for Overall Hospital Quality from the Centers for Medicare and Medicaid Services, and being named the Best Hospital in San Francisco/Marin by Bay Area Parent, among others.
Company:
Prima Medical Foundation dba MarinHealth Medical Network
Work Shift:
8 Hour (days) (United States of America)
Scheduled Weekly Hours:
40
Job Description Summary:
The Administrative Assistant performs routine and comprehensive secretarial duties and may frequently perform complex and responsible secretarial and administrative functions under general or minimal supervision. Incumbents at this level often exercise independent judgment in the performance of their duties, and may be considered a resource for other clerical and secretarial staff.
Job Requirements, Prerequisites and Essential Functions:
Pay Range:
$23.04 - $27.64 - $32.25
Essential Functions and Responsibilities:
General Administrative Tasks
Composes and prepares memoranda, correspondence, charts, graphs, tables manuals, flyers, reports, and various forms either from rough draft, brief instructions, and/or own gathered and researched data. Accurately proofreads and edits drafts and final copies of material by adhering to established formats, policies, and procedures
Receives, handles, screens and transfers phone call and greets departmental visitors in a prompt and courteous manner. Provides routine and non-routine assistance, guidance, and direction according to departmental policies. Directs complex, urgent, or sensitive issues to supervisor.
Appropriately maintains and efficiently handles confidential information such as staff personnel files, employee time and pay records, and patient-related information
Arranges meetings and conferences as needed; schedules appointments. Coordinates meetings and conferences, which include composing, developing, and distributing program agenda and materials, setting up and reserving conference rooms, scheduling catering, and notifying attendees.
May take and transcribe minutes at departmental meetings.
Supports the Clinical Operations Team by assisting with administrative needs, tracking deliverables, and providing timely follow-up on action items.
Maintains, enters and retrieves data from data management programs, which may include demographic data input and/or routine to complex report retrieval.
Helps organize meetings and large company events as needed, including assistance with catering, room set-up and clean-up.
Delivers urgent packages and materials to MarinHealth sites as needed.
Orders gifts for employees as needed and organizes their distribution.
Office Management Tasks
Designs, implements, and streamlines office procedures.
Orders office supplies for the administrative office supply room and fulfills specific supply requests from employees. Stocks office supplies in the administrative office’s supply room. Takes inventory regularly and reorders supplies as needed.
Orders coffee and kitchen-related supplies for the kitchen and breakroom. Stocks supplies in the kitchen and breakroom.
Waters/tends to plants in the office break room on a weekly basis.
Reminds the staff and janitorial staff to maintain a clean environment, as needed.
Gets the mail daily and routes it to the proper recipients. This often involves opening the mail to determine who should receive it and sometimes scanning and emailing documents to recipients. Handles and forwards confidential mail with care. Checks to ensure that the courier picks up mail packets on schedule.
Checks the company’s main voicemail box and returns calls or relays messages as appropriate
Requests and manages office upgrades or repairs as needed.
Maintains thermostat schedules throughout the office as needed.
Works with Facilities to support furniture moves and requests from employees.
Maintains the schedule of quarterly fridge cleanings and notifies employees to take their food home so it won’t be discarded.
Stores/replace keys to offices.
Descales the office Keurig every 4 months.
Distributes electronic guest badges to vendors and visitors as needed and ensures that they are returned.
Communicates with office vendors as needed.
Orders copier toner and postage machine supplies and office equipment. Installs supplies in the postage machine as needed, adds funds to the postage machine. Recycles printer toner from centralized and personal desk printers for the administrative office.
Maintenance of Systems, Records and Accounts
Manages Outlook distribution lists and MS Teams channels as needed, including adding and deleting members.
Maintains the company's Staples and Amazon Business accounts by adding or deleting members. Performs routine account maintenance, answers users’ questions about the accounts, maintains order approval hierarchy within the accounts.
Supports clinical and operational systems, including basic navigation and functionality within Workday, to assist with administrative and reporting tasks.
Learns and becomes proficient in RLDatix to assist in running incident reports and tracking risk data as needed.
Requests new MGMA accounts for new providers and requests the deletion of those accounts when providers leave the company.
Tracks physician and APP licensure and CME expenses, ensuring accuracy and timely updates
Demonstrates strong Excel skills to create, manage, and analyze tracking sheets, reports, and project timelines.
Routes physician timesheets for approval. Distribute signed timesheets back to the physicians.
Participates in, organizes, and/or coordinates special projects as directed
Other duties as assigned
Qualifications:
Education:
High school diploma or General Educational Development (GED) certificate required.
Experience:
A minimum of three years progressively responsible secretarial or administrative assistant experience, preferably in a health care setting, which included significant experience with computer software, preferably in a windows environment and at an intermediate to advanced skill level, with such applications as word processing, spreadsheets, tables, graphs, and database management.
Prerequisite Skills
Accurate typing at 45 wpm
Intermediate to advanced user of Microsoft Word; skill in Excel or other spreadsheet applications; experience with databases that organize, maintain, and report data. Also, familiarity with flowcharting and knowledge of advanced computer equipment, such as modems, scanners, and Internet functions may be required for some positions
Demonstrated experience in general office procedures, such as ability to create, organize, and maintain alphabetic or numeric filing system and handle everyday administrative duties in a professional and efficient manner
Demonstrated verbal and written communication skills
Demonstrated interpersonal skills necessary to deal effectively and courteously with a diverse group of internal and external callers and visitors
Ability to work collaboratively with team members, staff, physicians, and outside agencies
Ability to work independently, coordinate multiple priorities, problem solve, and meet deadlines with minimal supervision
Knowledge of medical terminology may be required for some positions
Ability to appropriately coordinate demands on an administrators' time and arrange his/her schedule accordingly
Ability to operate standard business machines, such as personal computer, calculator, copier, typewriter and facsimile
Demonstrated analytical skills to handle non-routine, moderately complex administrative duties
Reasonable accommodation(s) to qualified individuals with disabilities are available as part of the application step. If an accommodation is needed, please contact Human Resources at 415-925-7040 or email
[email protected]
to initiate the process.
"MarinHealth is a diverse community of people with many different talents. We seek candidates whose work experience has prepared them to contribute to our professional, C.A.R.E.S standards (Communication, Accountability, Respect, Excellence, and Safety) . These behavioral standards help us create a healing environment for patients and colleagues alike. By committing to them and holding ourselves accountable, we can build trust and ensure clear communication.
At MarinHealth, our top priority is the well-being of our employees, patients, and community. As such, we require all employees to receive necessary immunizations, including the measles, mumps, varicella, and seasonal flu vaccinations as a condition of employment and annually thereafter. Additionally, the continued recommendation to obtain a COVID + booster vaccination status. We understand that some individuals may require medical or religious exemptions from these requirements, and we remain committed to prioritizing the health and safety of all. Thank you for helping us in our efforts to maintain a healthy and safe environment.
The compensation for this role listed on this posting is in compliance with applicable law. The selected candidate’s compensation will be determined based on the individual’s skills, experience, internal/market equity factors, and qualifications. This posted minimum and maximum range represents the minimum and maximum of what we reasonably expect to compensate for the position. Furthermore, all compensation decisions are ultimately determined in accordance with our compensation philosophy. Compensation for positions covered by collective bargaining agreements are governed by the agreements in the aforementioned document."
Are you looking for a place where you are empowered to bring innovation to reality? Join MarinHealth, an integrated, independent healthcare system with deep roots throughout the North Bay. With a world-class physician and clinical team, an affiliation with UCSF Health, an ever-expanding network of clinics, and a new state-of-the-art hospital, MarinHealth is growing quickly. MarinHealth comprises MarinHealth Medical Center, a 327-bed hospital in Greenbrae, and 55 primary care and specialty clinics in Marin, Sonoma, and Napa Counties. We attract healthcare’s most talented trailblazers who appreciate having the best of both worlds: the pioneering medicine of an academic medical center combined with an independent hospital's personalized, caring touch.
MarinHealth is already realizing the benefits of impressive growth and has consistently earned high praise and accolades, including being Named One of the Top 250 Hospitals Nationwide by Healthgrades, receiving a 5-star Ranking for Overall Hospital Quality from the Centers for Medicare and Medicaid Services, and being named the Best Hospital in San Francisco/Marin by Bay Area Parent, among others.
Company:
Prima Medical Foundation dba MarinHealth Medical Network
Work Shift:
8 Hour (days) (United States of America)
Scheduled Weekly Hours:
40
Job Description Summary:
The Administrative Assistant performs routine and comprehensive secretarial duties and may frequently perform complex and responsible secretarial and administrative functions under general or minimal supervision. Incumbents at this level often exercise independent judgment in the performance of their duties, and may be considered a resource for other clerical and secretarial staff.
Job Requirements, Prerequisites and Essential Functions:
Pay Range:
$23.04 - $27.64 - $32.25
Essential Functions and Responsibilities:
General Administrative Tasks
Composes and prepares memoranda, correspondence, charts, graphs, tables manuals, flyers, reports, and various forms either from rough draft, brief instructions, and/or own gathered and researched data. Accurately proofreads and edits drafts and final copies of material by adhering to established formats, policies, and procedures
Receives, handles, screens and transfers phone call and greets departmental visitors in a prompt and courteous manner. Provides routine and non-routine assistance, guidance, and direction according to departmental policies. Directs complex, urgent, or sensitive issues to supervisor.
Appropriately maintains and efficiently handles confidential information such as staff personnel files, employee time and pay records, and patient-related information
Arranges meetings and conferences as needed; schedules appointments. Coordinates meetings and conferences, which include composing, developing, and distributing program agenda and materials, setting up and reserving conference rooms, scheduling catering, and notifying attendees.
May take and transcribe minutes at departmental meetings.
Supports the Clinical Operations Team by assisting with administrative needs, tracking deliverables, and providing timely follow-up on action items.
Maintains, enters and retrieves data from data management programs, which may include demographic data input and/or routine to complex report retrieval.
Helps organize meetings and large company events as needed, including assistance with catering, room set-up and clean-up.
Delivers urgent packages and materials to MarinHealth sites as needed.
Orders gifts for employees as needed and organizes their distribution.
Office Management Tasks
Designs, implements, and streamlines office procedures.
Orders office supplies for the administrative office supply room and fulfills specific supply requests from employees. Stocks office supplies in the administrative office’s supply room. Takes inventory regularly and reorders supplies as needed.
Orders coffee and kitchen-related supplies for the kitchen and breakroom. Stocks supplies in the kitchen and breakroom.
Waters/tends to plants in the office break room on a weekly basis.
Reminds the staff and janitorial staff to maintain a clean environment, as needed.
Gets the mail daily and routes it to the proper recipients. This often involves opening the mail to determine who should receive it and sometimes scanning and emailing documents to recipients. Handles and forwards confidential mail with care. Checks to ensure that the courier picks up mail packets on schedule.
Checks the company’s main voicemail box and returns calls or relays messages as appropriate
Requests and manages office upgrades or repairs as needed.
Maintains thermostat schedules throughout the office as needed.
Works with Facilities to support furniture moves and requests from employees.
Maintains the schedule of quarterly fridge cleanings and notifies employees to take their food home so it won’t be discarded.
Stores/replace keys to offices.
Descales the office Keurig every 4 months.
Distributes electronic guest badges to vendors and visitors as needed and ensures that they are returned.
Communicates with office vendors as needed.
Orders copier toner and postage machine supplies and office equipment. Installs supplies in the postage machine as needed, adds funds to the postage machine. Recycles printer toner from centralized and personal desk printers for the administrative office.
Maintenance of Systems, Records and Accounts
Manages Outlook distribution lists and MS Teams channels as needed, including adding and deleting members.
Maintains the company's Staples and Amazon Business accounts by adding or deleting members. Performs routine account maintenance, answers users’ questions about the accounts, maintains order approval hierarchy within the accounts.
Supports clinical and operational systems, including basic navigation and functionality within Workday, to assist with administrative and reporting tasks.
Learns and becomes proficient in RLDatix to assist in running incident reports and tracking risk data as needed.
Requests new MGMA accounts for new providers and requests the deletion of those accounts when providers leave the company.
Tracks physician and APP licensure and CME expenses, ensuring accuracy and timely updates
Demonstrates strong Excel skills to create, manage, and analyze tracking sheets, reports, and project timelines.
Routes physician timesheets for approval. Distribute signed timesheets back to the physicians.
Participates in, organizes, and/or coordinates special projects as directed
Other duties as assigned
Qualifications:
Education:
High school diploma or General Educational Development (GED) certificate required.
Experience:
A minimum of three years progressively responsible secretarial or administrative assistant experience, preferably in a health care setting, which included significant experience with computer software, preferably in a windows environment and at an intermediate to advanced skill level, with such applications as word processing, spreadsheets, tables, graphs, and database management.
Prerequisite Skills
Accurate typing at 45 wpm
Intermediate to advanced user of Microsoft Word; skill in Excel or other spreadsheet applications; experience with databases that organize, maintain, and report data. Also, familiarity with flowcharting and knowledge of advanced computer equipment, such as modems, scanners, and Internet functions may be required for some positions
Demonstrated experience in general office procedures, such as ability to create, organize, and maintain alphabetic or numeric filing system and handle everyday administrative duties in a professional and efficient manner
Demonstrated verbal and written communication skills
Demonstrated interpersonal skills necessary to deal effectively and courteously with a diverse group of internal and external callers and visitors
Ability to work collaboratively with team members, staff, physicians, and outside agencies
Ability to work independently, coordinate multiple priorities, problem solve, and meet deadlines with minimal supervision
Knowledge of medical terminology may be required for some positions
Ability to appropriately coordinate demands on an administrators' time and arrange his/her schedule accordingly
Ability to operate standard business machines, such as personal computer, calculator, copier, typewriter and facsimile
Demonstrated analytical skills to handle non-routine, moderately complex administrative duties
Reasonable accommodation(s) to qualified individuals with disabilities are available as part of the application step. If an accommodation is needed, please contact Human Resources at 415-925-7040 or email
[email protected]
to initiate the process.
"MarinHealth is a diverse community of people with many different talents. We seek candidates whose work experience has prepared them to contribute to our professional, C.A.R.E.S standards (Communication, Accountability, Respect, Excellence, and Safety) . These behavioral standards help us create a healing environment for patients and colleagues alike. By committing to them and holding ourselves accountable, we can build trust and ensure clear communication.
At MarinHealth, our top priority is the well-being of our employees, patients, and community. As such, we require all employees to receive necessary immunizations, including the measles, mumps, varicella, and seasonal flu vaccinations as a condition of employment and annually thereafter. Additionally, the continued recommendation to obtain a COVID + booster vaccination status. We understand that some individuals may require medical or religious exemptions from these requirements, and we remain committed to prioritizing the health and safety of all. Thank you for helping us in our efforts to maintain a healthy and safe environment.
The compensation for this role listed on this posting is in compliance with applicable law. The selected candidate’s compensation will be determined based on the individual’s skills, experience, internal/market equity factors, and qualifications. This posted minimum and maximum range represents the minimum and maximum of what we reasonably expect to compensate for the position. Furthermore, all compensation decisions are ultimately determined in accordance with our compensation philosophy. Compensation for positions covered by collective bargaining agreements are governed by the agreements in the aforementioned document."
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