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SalarySalary Range: $28.1800 - $43.2900 /hour. Actual compensation may vary based on geographic location, work experience, skill level, and education.
Primary Duties and Responsibilities
The Administrative Specialist serves as the first point of contact, both in person and for calls. This person provides key admin support, playing an important role in the success of the department. Responsibilities include answering calls and assisting callers, and in specialty areas, coordinating or scheduling appointments. Monitors and orders supplies as needed as well as keeping supplies organized. Scheduling equipment repair/service. May distribute mail and process incoming/outgoing mail. Schedules room reservations for meetings and maintains room calendars. Assists in the development of policies and procedures and departmental forms. Maintains confidentiality. Maintains up to date unit specific data, logs, and runs reports. Supports projects/programs as needed.
Additionally, the Administrative Specialist prepares agendas, records and transcribes meeting minutes. Compiles data, reviews data for discrepancies and trends, suggests solutions, prepares reports and organizes projects. Processes billings and PO’s. Able to multitask and balance workload between complex projects and clerical duties. Performs other duties as assigned.
Security Admin: Orders, tracks, manages security uniforms/equipment; assists with scheduling trainings; assists with the creation of CAF reports; creates access badges as authorized by Security or HR; assists with open requisitions; manages the lost and found program; manages records and files for training and certifications.
Education and Experience
High School Graduate or equivalent required
Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required
Bachelor’s degree in healthcare-related field preferred
Minimum 4 - 7 years' experience required
Four (4) years’ administrative support experience in a health care or medically related field preferred
About Hoag
Hoag is a nonprofit, regional healthcare delivery system in Orange County, California. Delivering world-class, comprehensive, personalized care, Hoag consists of 1,800 top physicians, 15 urgent care facilities, 10 health and wellness centers, and two award-winning hospitals. Hoag offers a comprehensive blend of health care services that includes seven institutes providing specialized services in the following areas: cancer, digestive health, heart and vascular, neurosciences, spine, women's health, and orthopedics through Hoag's affiliate, Hoag Orthopedic Institute, which consists of an orthopedic hospital and four ambulatory surgical centers. Hoag is the highest-ranked hospital in Orange County by U.S. News & World Report and the only OC hospital ranked in the Top 10 in California, as well as a designated Magnet® hospital by the American Nurses Credentialing Center (ANCC). For more information about Hoag careers, visit careers.hoag.org.
Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.
