Administrative Assistant

Title: Administrative Assistant

Location: Long Beach, CA

Department: LBMMC Foundation

Status: Full-time (8hrs)

Shift: Days

Pay Range*: $25.71/hr - $37.28/hr

MemorialCare is a nonprofit integrated health system that includes four leading hospitals, award-winning medical groups – consisting of over 200 sites of care, and more than 2,000 physicians throughout Orange and Los Angeles Counties. We are committed to increasing access to patient-centric, affordable, and high-quality healthcare; your personal contributions are integral to MemorialCare's recognition as a market leader and innovator in value-based and other care models.

Across our family of medical centers, we support each one of our bright, talented employees in reaching the highest levels of professional development, contribution, collaboration, and accountability. Whatever your role and whatever expertise you bring, we are dedicated to helping you achieve your full potential in an environment of respect, innovation, and teamwork.

Position Summary

Reporting to the President of the Foundation, the Administrative Assistant provides high-level secretarial and administrative assistance and a full range of varied, complex, sensitive, highly responsible, and confidential office and support functions. The Administrative Secretary exercises judgment and initiative, relieves the EDODs and other Development Officers of technical as well as general administrative details, and supports the planned giving program. This role interacts with high-level supporters and hospital administrators, so discretion and polish are important. The position also provides backup support for the Executive Assistant to the President of the Foundation and supports other functions of the Foundation as necessary.

Essential Functions and Responsibilities of the Job

• Performs secretarial duties, including typing correspondence, reports, proposals, and data spreadsheets.Duties include filing hardcopy documents and maintaining and organizing hardcopy files and online files.Familiarity with copier systems, including copying, faxing, and scanning. Responsible for collection of mail, sorting, tracking, opening and distribution of mail items to the Memorial Medical Center Foundation staff as appropriate.Also, provides support for large mailing jobs to include folding documents and stuffing envelopes.
• Must have strong receptionist skills to professionally and pleasantly greet, receive and welcome guests and visitors with a positive and helpful attitude. Must possess the ability to provide direction and instructions in providing needed assistance to visitors or callers with questions. Answers, screens and forwards phone calls in a professional manner.Responds to routine telephone inquiries and ensures the accurate recording of information for the Memorial Medical Center Foundation staff.Must have experience in utilizing reception phone systems and appropriate redirection of phone calls.
• Provide sophisticated support for the Executive Directors of Development and other Development Officers in coordination with the Executive Directors.
• Prepares special and recurring departmental reports by gathering data from various sources, compiling and typing data and completes the revision of special forms and department documents. Familiar with Zoom conference call capabilities, setup, scheduling, coordinating and online Zoom functions.
• Must have familiarity with Microsoft Outlook and comfortable with complex and fluid scheduling with high level individuals. Must have familiarity and comfort with using Microsoft Word and Excel. Familiarity with Power Point, Blackbaud NXT, as well as general comfort learning new software and web editing is preferred.
• Responds to requests for information in a thorough and timely manner. Must be organized and have the ability to prioritize tasks and assignments. Demonstrates initiative in completion of job tasks, identifying other possible tasks and new processes that could increase work efficiency.Must have ability to work independently.
• Must possess the ability to communicate professionally and effectively with strong written and verbal skills.
• Provides backup and support for the Executive Assistant to the Memorial Medical Center Foundation President.
• Provides episodic support for events and special projects as assigned.
• Performs other duties as assigned.

*Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentives, and bonus opportunities. Health and wellness is our passion at MemorialCare—that includes taking good care of employees and their dependents. We offer high quality health insurance plan options, so you can select the best choice for your family. And there’s more...Check out our MemorialCare Benefits for more information about our Benefits and Rewards.

Minimum Requirements

Qualifications/Work Experience:

• Minimum 3 years' relevant experience preferred.
• Proficient in Microsoft Office Suite Applications (MS Word, MS Excel, MS PowerPoint, and MS Outlook).
• Ability to type 65-70 WPM. Adobe: ability to import and export data and documents to and from MS Office applications.
• Bilingual language skills preferred
• Organized, self-motivated individual with the ability to handle fluctuating volumes of work, and the ability to prioritize work to meet deadlines. This includes estimation of effort, time management and developing realistic timelines for projects and tasks.
• Possess strong customer service skills for interpersonal interactions.
• Knowledge of principles and practices of basic office management.

Education/Licensure/Certification:

• High School Education/GED or equivalent required.
• Associate's / Technical Degree or equivalent combination of education/experience preferred.