Senior Administrative Assistant - Irvine, CA - Full-time / Part-time

Provides clerical and administrative business support to the Chief Medical Officer, Inpatient Medical Directors, Inpatient Clinical Directors, and provides support and clerical leadership when requested.  Provides clerical support to the Clinical Services department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Other duties may be assigned.

• Compose and/or type routine correspondence, including meeting minutes and other documents such as policies and procedures.


• Professionally answer telephone and courteously give information to callers or route calls appropriately. Place outbound calls when requested.


• Open and distribute daily mail to directors


• Schedule appointments and meetings, including telephone and video conferences, as necessary.


• Determine, provide and set up all necessary equipment and supplies for meetings.


• Assist with Regulatory Compliance reports/activities.


• In collaboration with Manager, Director, Vice President, Medical Director or CMO, collect necessary data and prepare packets for various Clinical Services committee meetings


• Ensure all meeting minutes have been transcribed and filed appropriately for various Clinical Services committee meetings


• Provide administrative support for committee assignments.


• Prepare expense reports on behalf of directors.


• Receive, obtain signature approval and update PTO requests.


• Create and maintain detailed spreadsheets for the Clinical Services Department.


• Assist with any required mailing/surveys and compiles data in spreadsheet format for review and analysis by the management team.


• Create, maintain, and distribute the Clinical Services org chart to the appropriate staff as revisions are indicated.


• File correspondence and other records.


• Greet visitors, determine nature of business, and ensure all meeting arrangements are handled appropriately


• Provide back-up support to other Administrative staff.


• Develop and complete special projects as assigned by Clinical Services Directors and management staff.


• Prepares check requests on behalf of PPMG for physician after-hour meeting stipends


• Regular and consistent attendance.

This position is located in Irvine, CA

• High school diploma.


• 2 years of college or an AA degree preferred.


• 5+ years of administrative support experience.


• 3+ years experience handling information of a highly sensitive and confidential nature.

LANGUAGE SKILLS: 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 

Ability to write routine reports and correspondence. 

Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS: 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. 

Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY: 

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. 

Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Demonstrated high level of proficiency with MS Office (e.g. Microsoft Office, Outlook, Word, Excel, and Visio). 

Outstanding administrative skills in handling telephones, taking meeting minutes.  Excellent organizational skills, ability to multi-task. 

Must be detail oriented and be able to work in a fast paced environment. 

Must be able to type 50 wpm.

Strong attention to detail. 

Great customer service attitude. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, talk or hear. 

The employee is frequently required to sit, reach with hands and arms. 

The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. While performing the duties of this job, the employee is occasionally required to lift and or exert force up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status.

UnitedHealth Group is a drug-free workplace. Candidates are required to pass a drug test before beginning employment. In addition, employees in certain positions are subject to random drug testing.