Senior Administrative Assistant, Pharmacy, Full-Time, Days

ABOUT MARINHEALTH a UCSF Affiliate

Come and be a part of our healing team at the award-winning MarinHealth! Ranked in the top 3% of general hospitals in the country, we have made great strides since returning to our roots as an independent hospital. As Marin County's only acute hospital and a vital resource for a wide range of essential health care services, it is our mission-and our passion-to excel in every medical specialty. We attract the finest physicians and employees who appreciate having the best of both worlds: the resources and medical sophistication of an academic medical center combined with the personalized, caring touch of an independent hospital. We have an exceptionally collaborative team that adheres to the highest service excellence standards to ensure that we deliver world-class, personalized care to patients. Our Joint-Commission accredited hospital has won numerous awards and certifications in delivering best-in-class health care in the San Francisco Bay Area.

WHAT WE OFFER

MarinHealth offers a generous suite of employee benefits, which includes a comprehensive and rich health benefits program (medical, dental, vision and prescription plans). Our robust Wellness @ Work program (e.g. onsite health & fitness classes, discounts, etc) also promotes a healthier lifestyle for employees and to support you on your Healthy Healer journey. Other benefits include, but are not limited to, a 403(b) contribution plan and company-funded retirement plan, life insurance, vacation, holiday and sick leave, which you will start accruing immediately. Our benefits are highly competitive and considered to be one of the best in the Bay Area! Find your healing place at MarinHealth.

External hires are subject to a background check and pre-employment medical screen. Qualified applicants with arrest records and/or conviction records will be considered for employment in a manner consistent with federal, state and local laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sexual orientation, gender identity, protected veteran status or disability status and any other classifications protected by federal, state & local laws.

JOB SUMMARY:

Performs comprehensive administrative support duties and significantly responsible complex and administrative functions under minimal supervision. Incumbents employ considerable latitude for the exercise of independent judgment. Position is expected to support a member of the Senior Leadership team or to lead or supervise other secretarial and/or clerical staff.

JOB SPECIFICATONS:

EDUCATION

High school diploma, GED, or equivalent preferred. Completion of two years of community college or business school is preferred, and may substitute for one year of the required experience below.

EXPERIENCE

A minimum of four years of progressively-responsible secretarial or administrative assistant experience, including one year at a senior or executive level, preferably in a health care setting, which included significant experience with computer software, preferable in a Windows environment at an intermediate to advance skill level, with such applications as word processing, spreadsheets, tables, graphs, and database management.

PREREQUISITE SKILLS

• Accurate typing at 45 wpm

• Intermediate to advanced user of Microsoft Word; skill in Excel or other spreadsheet applications; experience with databases that organize, maintain, and report data. Also, familiarity with flowcharting and knowledge of advanced computer equipment, such as modems, scanners, and Internet functions may be required for some positions

• Demonstrated experience in general office procedures, such as ability to create, organize and maintain alphabetic or numeric filing system and handle every day administrative duties in a professional and efficient manner

• Demonstrated verbal and written communication skills

• Demonstrated interpersonal skills necessary to deal effectively and courteously with a diverse group of internal and external callers and visitors. Ability to work collaboratively with team members, hospital staff, physicians, and outside agencies

• Ability to work independently, coordinate multiple priorities, problem solve, and meet deadlines with minimal supervision

• Demonstrated ability to organize and prioritize work

• Demonstrated skill in handling confidential, politically sensitive, or community issues in a professional and ethical manner

• Ability to appropriately coordinate demands on an administrator's time and arrange his/her schedule accordingly

• Knowledge of medical terminology may be required for some positions

• Ability to operate standard business machines, such as personal computer, calculator, copier, typewriter and facsimile

• Demonstrated analytical skills to handle non-routine, complex administrative duties, data and independently perform non-standard projects

• Ability to effectively supervise, coordinate and direct the work of others may be required for some positions

LICENSE/REGISTRATION/CERTIFICATION:

None required

DUTIES AND RESPONSIBLITIES:

ESSENTIAL (not modifiable)

The following are the job functions performed by employees in this classification. Not all duties listed are necessarily performed by each individual in the classification. Employees may perform other related duties at an equivalent level.

• Independently performs administrative support tasks, such as researching operating problems, compiling and analyzing data and preparing summaries and reports, and developing workflow and new office procedures. Independently and appropriately refers issues to other hospital staff

• Composes and prepares memoranda, correspondence, charts, graphs, tables, manuals, flyers, reports, and various forms either from roughly drafted documents, brief instructions, and/or own gathered and researched data, often using advanced functions in the respective computer application. Accurately proofreads and edits drafts and final copies of material by adhering to established formats, policies, and procedures. Requires interpretation of policies or the resolution of debatable issues where errors in judgment may result in serious consequences, either financially or by hospital image

• Receives, screens, and transfers phone calls and greets departmental visitors in a prompt and courteous manner. Provides routine and non-routine assistance, guidance, and direction according to departmental and hospital policies. Exhibits tact and diplomacy in all situations and rarely refers callers to supervisor; processes complaints from the public and represents the administrator as contact for hospital policy matters involving the application of rules or regulations

• Appropriately maintains and efficiently handles confidential and highly-sensitive information which often is not yet for public knowledge and available only to senior staff. Responsible for releasing information to authorized parties, attorneys, and others as appropriate

• Arranges meetings and conferences, schedules appointments, may complete travel or conference arrangements for departmental staff; may maintain supervisor's personal calendar exercising considerable discretion in committing the supervisor's time. Coordinates hospital meetings, conferences, and classes, which includes composing, developing, and distributing program agenda and materials, setting up and reserving conference rooms, scheduling catering, and notifying attendees

• Takes and transcribes minutes at department or hospital-related meetings

• Opens, sorts, and routes mail to appropriate individual(s). Screens and prioritizes mail and determines what priority matters should be referred to supervisor

• Maintains and retrieves data from data management programs, which may include demographic data input and/or routine to complex report retrieval. May act as system administrator and assists with upgrades and revisions to information systems and provides training for other staff

• May assist supervisor with establishing and maintaining systems to monitor budgetary, financial, or statistical information

• Maintains and orders supplies as necessary and within budgetary constraints

• Designs, implements, and streamlines office procedures

• May be assigned responsibility for the daily management of the department and/or office, including the delegation and completion of job duties by other clerical staff

• May participate in and/or assume responsibility for the hiring, performance evaluations, and other personnel actions involving clerical staff

SECONDARY (modifiable)

Other duties as assigned

At MarinHealth, our top priority is the well-being of our employees, patients, and community. As such, we require all employees to receive necessary immunizations, including the measles, mumps, varicella, and seasonal flu vaccinations as a condition of employment and annually thereafter. Additionally, the continued recommendation to obtain a COVID + booster vaccination status. We understand that some individuals may require medical or religious exemptions from these requirements, but we remain committed to prioritizing the health and safety of all. Thank you for helping us in our efforts to maintain a healthy and safe environment for all.

The compensation for this role listed on this posting is in compliance with applicable law. The selected candidate's compensation will be determined based on the individual's skills, experience, internal/market equity factors, and qualifications. This posted minimum and maximum range represents the minimum and maximum of what we reasonably expect to compensate for the position. Furthermore, all compensation decisions are ultimately determined in accordance with our compensation philosophy. Compensation for positions covered by collective bargaining agreements are governed by the agreements in the aforementioned document.