Executive Assistant Hospital Administration

PAYROLL TITLE: Administrative Assistant III
THE POSITION: This position will support Ventura County Medical Center and Santa Paula Hospital's Chief Executive Officer and Chief Operating Officer by relieving them of routine administrative tasks. It will also play an important role in supporting the administration office by screening calls and visits, managing schedules, and preparing a variety of reports and correspondence. In addition, this position will be an integral part of fostering strong relationships between the administration office, the organization, stakeholders, and the community.
THE IDEAL CANDIDATE:

• Will be currently working in an administrative assistant role in the public health care sector, supporting multiple individuals;
• Has excellent time-management skills, attention to details, and the ability to work independently;
• Demonstrates excellent oral and written communication skills and the ability to communicate effectively with colleagues and staff;
• Has a Bachelor's degree or higher, preferably in Business Administration, Public Administration, Health Administration or equivalent;
• Has excellent knowledge of contemporary office software such as Microsoft Office;
• Has a passion for hospital health care;
• Has a track record of being a team player and community minded; and
• Adheres to a high level of professional and ethical standards.

AGENCY/DEPARTMENT: Health Care Agency - Ventura County Medical Center/Santa Paula Hospital
Administrative Assistant III is represented by the Service Employees' International Union (SEIU) and is not eligible for overtime compensation.
EDUCATIONAL/BILINGUAL INCENTIVE: Some positions may be eligible for educational incentive. This incentive may be 2.5%, 3.5%, or 5% for incumbents in eligible positions based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.
The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-Term), Intermittent, and Extra-Help vacancies for this position only.There is currently one (1) Regular, full-time position.

TENTATIVE SCHEDULE
OPENING DATE: Monday April 1, 2024
CLOSING DATE: Monday April 8, 2024 at 5:00 p.m. Duties may include, but are not limited to the following:

• Works as the administrative assistant to the hospital Chief Executive Officer (CEO) and Chief Operating Officer (COO) by screening office visits and telephone calls, referring inquiries and providing assistance as appropriate;
• Manages calendars of the CEO and COO, including scheduling meetings, anticipating required preparations, preparing binders of relevant material, and continuous review of future schedules, keeping the CEO well informed of upcoming commitments and responsibilities;
• Manages interactions with the CEO's office in a manner that fosters the strong relationships that are crucial to the success of the organization;
• Analyzes and prepares a variety of reports and correspondence including Board letters;
• Monitors and may supervise the work of subordinates or coordinate the work of others assigned to perform general administrative tasks;
• Arranges and coordinates meetings that the CEO is responsible for
• Prepares and distributes agenda packets and correspondence;
• Assists with preparing presentation materials;
• Attends meetings and takes, transcribes, and ensures proper distribution of minutes and follow up;
• Manages sensitive information in a professional and highly confidential manner;
• Arranges detailed travel plans, including registration, lodging, transportation, itineraries, and agendas; and organizing and compiling documents for travel-related meetings;
• Performs a variety of staff projects and assignments in direct assistance to departmental management staff;
• Uses organizational tools and methods to ensure that recurring tasks are handled timely and that project deadlines are met;
• Creates and maintains a highly organized system of, office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary; and
• Performs other related duties as required.

These are the entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.
EDUCATION, TRAINING, and EXPERIENCE:
Considerable education and/or experience background which would provide the required knowledge, skills and abilities (KSAs). For example, possession of the requisite KSAs for a "III" would typically be demonstrated by possession of an Associate Degree in Business Administration, Public Administration, Health Administration or a related field and three (3) years of progressive administrative support experience.
NOTE: Administrative support experience is best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director or manager's personal attention.
NECESSARY SPECIAL REQUIREMENTS:

• Advanced proficiency in Microsoft Excel, PowerPoint, and Word
• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire responses

DESIRED:

• Bachelor's degree in Business Administration, Public Administration, Health Administration or equivalent
• Five (5) years of administrative support experience
• Health care or hospital administrative support experience

KNOWLEDGE, SKILLS, and ABILITIES:
Considerable knowledge of: principles and techniques of administrative and fiscal analysis, organization and staffing, public relations and personnel or benefits administration.
Ability to: exercise sound judgment and decision making; provide effective customer service; establish and maintain effective working relationships with those contacted in the course of work; plan and organize work to meet changing priorities and deadlines; analyze problems and choose effective and appropriate courses of action; take the lead and provide solutions to complex problems; prepare a variety of reports and recommendations and communicate orally and in writing.
Skill in using modern software including word processing, presentation, and spreadsheet applications.
SUPPLEMENTAL INFORMATION:
Work is primarily in an office environment but may be required to visit various departments/agencies on a regular basis and meet off-site with business/community leaders, the public, and outside contractors.FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on April 8, 2024.
To apply on-line, please refer to our web site at ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
NOTE: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.
LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) for additional information.
SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.
APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue in the next step of the process.
TRAINING AND EXPERIENCE EVALUATION - qualifying:A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to supplemental questions. The T&E is a method for determining the better qualified applicants among those shown to meet the stated requirements. Using a T&E, applicants may be scored or ranked according to criteria that most closely meet the business needs of the department. When the pool of candidates is exceptionally strong and large, candidates are typically scored or ranked in relation to one another; consequently, some qualified candidates may receive a score or rank which is moderate or lower resulting in them not being advanced in the process.
In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation. Examinees must earn a score of seventy percent (70%) or higher to advance in the process.
ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.
NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.
If there are three (3) or fewer qualified applicants, a T&E or an Oral Examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.
Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.
BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, and driving record may be required for this position.
For further information about this recruitment, please contact Erin Niemi at erin.niemi@ventura.org or by telephone at (805) 654-2568.
EQUAL EMPLOYMENT OPPORTUNITY:
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation. Employment Type: Full-Time Regular