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Providence Administrative Assistant in Torrance, California

Description:

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Providence is calling an Administrative Assistant (Full-Time/Day Shift) to Providence California Regional Services in Torrance, CA.

Please upload a current resume reflecting all applicable experience

We are seeking an Administrative Assistant who will provide senior-level administrative support of a highly complex and responsible nature. The Administrative Assistant works with little supervision and must use experience and professional ability to determine whether an issue can be resolved independently or needs to be escalated. The person holding this position demonstrates considerable discretion and initiative, has access to confidential information and represents Providence in a positive and professional manner.

In this position you will:

  • Provide administrative support to Director, Community Health Investment:

  • Manage complex calendaring and scheduling that may involve coordination with other complex calendars and schedules.

  • Provide project management support, assisting in coordinating of project planning, data collection, data management and data presentation as appropriate/applicable.

  • Responsible for preparation of exhibits included in proposals submitted to funding sources, including organizational charts, proof of non-profit status, staff resumes, program summaries, proposal budgets, etc.

  • Participate in regularly scheduled or ad hoc division or departmental meetings for the purpose of taking notes, documenting decisions, and following up as appropriate on required actions.

  • Process and record revenue by coding to appropriate account, creating cover sheet and depositing through appropriate fiscal agent.

  • Work closely with region, individual ministries and finance team to collect Community Benefit statistics including preceptor hours and all associated expenses. Enters statistics into Community Benefit Data Base in compliance with System Office guidelines.

  • Manage projects related to regional mission alignment (e.g.: VIP) including project design and compliance.

  • Initiate or respond to email and other correspondence as appropriate for departmental business. Escalates e-mails and other issues to Service Area Director as needed.

  • Support department or division initiatives such as project coordination, report/presentations, data compilation, etc.

  • Coordinate meeting schedules with associated needs (ex: food service, audio visual).

  • Answer phones, opens and distributes mail, follow-up with appropriate responses to mail and phone requests. Escalates information or problems as needed.

  • Coordinate travel arrangements. May also be required to support special event planning by doing research and coordinating with others resource’s with in the PHS organization.

  • Review and prepare invoices for payment by accounts payable and prepares expense reports.

  • May be asked to prepare various legal agreement or documents as required/requested.

  • Review expense reports submitted for manager’s approval for accuracy and compliance with organizational policy.

  • Order supplies and coordinates updates/maintenance of office equipment/computers.

  • Maintain files, including archives.

  • Exercise discretion, confidentiality, diplomacy, and independent judgment when dealing with internal and external clients and confidential info

Qualifications:

Required qualifications for this position include:

  • Five (5) years experience as an Administrative Assistant. Other healthcare related experience may be considered (as appropriate/applicable) in lieu of Administrative Assistant experience.

  • Computer Skills: Demonstrates proficiency with Microsoft Office Word, PowerPoint, Excel and Outlook, as well as the ability to learn new accounting, finance, or community benefit tracking software.

  • Organization and Planning: Demonstrates ability to plan a wide variety of administrative, secretarial and problem solving assignments to accomplish and control work assignments for managers and service area director. Strong organizational skills, ability to prioritize assignments, multitask and adapt to change.

  • Personal Effectiveness and Dependability: Expresses self-confidence. Handles failures constructively. Strives to continually improve processes and outcomes. Is flexible in adapting to shifts in priorities and can accommodate unplanned activities. Excellent skills in written and verbal communication.

  • Initiative and Effectiveness: Takes initiative and works independently with minimal guidance. Ability to coordinate and prioritize multiple tasks. Independently manages and coordinates community benefit reporting across the Region by accessing financial information, number of people served through multiple data systems, as well as developing methods for individual managers and directors to easily and accurately document Community Benefit information within their Medical Center Department.

  • Problem-Solving and Decision-Making: Identifies and prioritizes complex issues both within and outside the scope of the position after consulting with appropriate parties. Makes consistently sound decisions that reflect thorough consideration of alternative and creative solutions that influence change. Is sensitive to the impact of decisions on others. Ability to assess both routine and sensitive situations, comprehend consequences of various actions, and resolve issues or make appropriate individuals aware of same.

  • Flexibility and Responsiveness to Changes: Supports and promotes new or evolving procedures and routines. Participates actively in the change process and offers suggestions for new approaches. Demonstrates flexibility in meeting unexpected work fluctuations. Ability to work on short deadlines, in pressure situations. Takes on coordination of projects and requests for information from the Director, the Region or the System Office.

  • Quality of Work: Performs challenging tasks efficiently and effectively. Anticipates problems and takes corrective action prior to completing the task. Demonstrates strong attention to detail.

  • Significant attention to detail demonstrated through specific experience (document review/comparison, proof-reading, etc.).

Preferred qualifications for this position include:

  • Associate's Degree or Bachelor's Degree.

  • Experience preparing data and charts for review by legal team.

  • Experience managing projects.

  • Bi-lingual (English/Spanish)

About the ministry you will serve.

Providence Strategic and Management Services provides a variety of functional and system support services for all eight regions of Providence Health & Services from Alaska to California. We are focused on supporting our Mission by delivering a robust foundation of services and sharing of specialized expertise.

For information on our comprehensive range of benefits, visit:

http://www.providenceiscalling.jobs/rewards-benefits/

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Compliance

Location: California-Torrance

Req ID: 291650

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