ADMINISTRATIVE SPECIALIST - IRVINE ENGINEERING (Newport Beach, CA, US, 92617) id-11913
About the position
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.
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Responsibilities
- Serve as the first point of contact for in-person and phone inquiries.
- Provide administrative support to the department.
- Answer calls and assist callers, coordinating or scheduling appointments as needed.
- Monitor and order supplies, keeping them organized.
- Schedule equipment repair/service.
- Distribute mail and process incoming/outgoing mail.
- Schedule room reservations for meetings and maintain room calendars.
- Assist in the development of policies, procedures, and departmental forms.
- Maintain confidentiality of sensitive information.
- Keep unit specific data up to date, log information, and run reports.
- Support projects and programs as needed.
- Prepare agendas and record/transcribe meeting minutes.
- Compile data, review for discrepancies and trends, and suggest solutions.
- Prepare reports and organize projects.
- Process billings and purchase orders (PO's).
- Multitask and balance workload between complex projects and clerical duties.
Requirements
- High School Graduate or equivalent required.
- Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required.
- Minimum 4 - 7 years' experience required.
- Four (4) years' administrative support experience in a health care or medically related field preferred.
Nice-to-haves
- Bachelor's degree in healthcare-related field preferred.
