Skip to Main Content
← Back to Jobs

Admin Assistant

College Hospital of Costa Mesa Costa Mesa ,CA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: ******PLEASE VISIT TO ACCESS OUR APPLICATION AND TURN IN COMPLETED FORM TO CHCM-HR@CHCM.US. THANK YOU!!********** POSITION TITLE: Admin Assistant DEPARTMENT: Administration STATEMENT OF PURPOSE Provides administrative support to the Chief Executive Officer, Chief Nursing Officer and Quality Improvement/Risk Manager. Completes a variety of special projects and prioritizes information/requests directed to both. Performs a wide variety of complex duties requiring a high degree of accuracy and independent judgment. Organizes and controls the flow of work in order to accomplish objectives in an expeditious manner. Coordinates meetings and activities of the CEO and CNO and their committees to include, but not limited to, notice of meetings, agendas, consolidation and/or preparation of materials for consideration, physical and logistical arrangements, minutes and transcripts. Under the direction of the Manager of Quality Improvement/Risk Management, the Administrative Assistant will be responsible for supporting the daily operations of the QI/Risk office. Duties will include: answering phones; entering data in the risk incident reporting database; maintaining an organized and complete filing system; assisting with chart audits; and special projects as assigned. QUALIFICATIONS Bachelor’s Degree preferred. One (1) year experience in the medical field as a licensed LVN or RN. Excellent organizational skills, attention to detail, accuracy, interpersonal skills, professional image and demeanor essential. Expert level competency required on Microsoft Office computer programs; e.g. Excel, Word, Power Point and Publisher. Knowledge of state and federal licensing and regulatory standards, accreditation and clinical practice standards. Shorthand, fast long hand or computer dictation experience required. Prior work in a healthcare setting with medical and financial terminology and governing boards preferred. Minimum of 5 years’ experience supporting executive level professionals. Knowledge or experience in patient care and adult education principles. Bi-lingual, English/Spanish a plus. PHYSICAL DEMANDS Frequent sitting for long periods of time. Occasional walking, standing, bending and reaching. Occasional lifting up to 30 pounds. Occasional pulling and pushing up to 50 pounds. Corrected vision and hearing to a normal range. Finger dexterity. Occasional exposure to stressful situations. Frequent contact with public. WORKING CONDITIONS Working in an office environment using standard office equipment. Occasional exposure to cold and heat. MAJOR TASKS, DUTIES AND RESPONSIBILITIES (All duties listed below are essential to the job.) * General Staff Accountabilities · Employee’s conduct conforms to the Mission, Vision, Values, and Code of Conduct of College Hospital. · Values individual differences and demonstrates sensitivity to the cultural needs of others. · Respects the rights, privacy and property of others, and maintains strict confidentiality. · Effectively protects all health information from unauthorized access per HIPAA regulations and all applicable local and state laws. · Maintains required certification/license in a timely fashion, if applicable. · Exhibits good attendance and punctuality. EXECUTIVE ASSISTANT/INFECTION CONTROL ASSISTANT PAGE 2 * General Staff Accountabilities Cont’d · Provides appropriate notice prior to vacation/time off and notifies supervisor a minimum of two hours prior to shift when unable to come to work. · Attends to personal affairs to avoid any interference with productivity. · Adheres to the Dress Code. · Demonstrates an understanding of their personal role in the case of fire/disaster and participates in Performance Improvement activities. · Functions with an awareness of patient safety issues and applies basic principles of safety as identified within the facility. · Follows the occurrence reporting policy and procedure in reporting any potential safety issues. * Job Specific Duties · Effectively represents the CEO and CNO in all special projects and routinely as directed. · Maintains physical and telephone presence for the Administrative office. Receives and screens telephone calls, e-mails,, letters and/or visitors. Answers routine questions and furnishes information to save principals time. · Maintains meeting room calendars and schedules meetings, communicates with participants and Dietary/EVS to ensure food and set-up requests are met. Manages the preparations for all meeting and events of the CEO and CNO. · Effectively maintains all service contract files and notifies appropriate personnel of pending expiration. · Coordinates Board activities; including elections, notices, meetings and minutes. · Coordinates and records the minutes as applicable for Administration including Department Manager meeting and other applicable meetings. Refers and/or delegates outstanding follow-up to appropriate individuals. · Coordinates communication between College Hospital Costa Mesa Administration and internal/external customers. · Effectively and accurately maintains all policies and procedures manuals and supervises all updates as needed. · Insures the continued smooth running operation of all office functions. · Maintains and updates phone list and distributes in a timely manner. · Prepares presentations and coordinates materials for executive and management team members. · Demonstrates thorough knowledge of English grammar, punctuation and composition in the preparation of correspondence, reports, and statements. · Prepares special reports, gathering and summarizing data. · Demonstrates understanding of hospital and departmental operations, policies and procedures, and can apply same to any situation · Organizes, coordinates and maintains CEO and CNO calendars. · Maintains time and attendance in E-time for the Administrative Staff and CEO direct reports. · Demonstrates understanding of the organizational and political structure of the hospital and corporation. · Communicates and interprets the CEO’s/CNO’s directives to all levels of personnel as requested. · Promotes positive staff relations and may plan different events or activities for Administration and/or Nursing. · Arranges travel for both CEO and CNO as needed. · Performs customer service follow-up calls and compiles reports thereof. · Demonstrates a timely and dependable attitude in all aspects of work assignments; meets deadline for assigned projects. · Accurately inputs data and is able to access database to produce existing reports and develops new reports as needed. · Maintains the department correspondence under the direction of the Department Management, accurately with proper grammar. · Accurately distributes incoming and outgoing mail and telephone calls. · Completes any searches or researches in an accurate and timely manner with minimal supervision. · Completes all tasks assigned accurately, within predetermined timeframe and with minimal supervision and helps others as possible. · Demonstrates thorough knowledge of data systems and their utilization. · Demonstrates thorough knowledge of options for intervention in patient/family concerns. · Identifies sources of information for special reports or projects. · Seeks assistance or guidance as necessary from supervisor and notifies supervisor verbally of situations that require urgent follow-up actions or oversight. · Coordinates work load to achieve maximum productivity and efficiency. · Performs other duties as assigned. * Customer Service · Exhibits behavior that is courteous, compassionate, polite, friendly, and respectful towards patients, visitors, physicians, and co-workers and extends self to make patients, visitors, clinical staff, and peers feel welcome and respected. · Facilities patient care through effective communication. 1. Communicates patient conditions/care changes to charge nurse, supervisor, medical staff and other team members. · EXECUTIVE ASSISTANT/INFECTION CONTROL ASSISTANT PAGE 2 * Customer Service Cont’d · Develops and maintains therapeutic and effective relationships with patient/ family and the health care team. 1. Demonstrates team spirit and readily offers assistance to team members. 2. Establishes effective working relationships with colleagues, physicians and health care teams. 3. Demonstrates involvement with patients and families in care. 4. Demonstrates honest and direct view of peers with an effort to influence change positively. 5. Tactfully handles difficult situations resolving differences in a constructive manner. 6. Demonstrates and reinforces professional behavior in self and colleagues · Demonstrates commitment toward customer satisfaction and patient advocacy. 1. Utilizes existing reporting channels of communication to initiate steps to promote patient advocacy. 2. Demonstrates commitment to customer satisfaction through active participation in satisfaction enhancement activities. 3. Follows through on customer dissatisfaction issues in a timely manner. · Maintains Ethical Standards. · Adaptability and Shaping Change - Serves as a catalyst for change in support of the CHCM mission, vision values and goals: respond resourcefully to change in direction, priorities, schedules approaches and responsibilities to further the common go

College Hospital of Costa Mesa

College Hospital Costa Mesa is a TJC accredited, 122 bed facility that provides high quality medical, surgical and psychiatric care. We are located near the intersection of the 405 and 55 freeways in the city of Costa Mesa, California. We provide a continuum of superior psychiatric health care services in a cost-effective manner to meet the needs of our patients, community, professional staff and payors. We have been doing so since 1987. Our medical and surgical specialty services complement the tertiary care services of the large medical centers in Orange County.


301 Victoria Street
Costa Mesa, CA