Administrative Specialist - eTeam Inc.

Job Title: Administrative Specialist
Duration: 03-06+ Months + High possibility of extension
Location: Costa Mesa, CA 92626
Schedule Notes: Mon-Fri 8 AM- 5 PM
Notes: This role will support a 1 C-level executive while the current assistant is on LOA. We are not looking for an EA (see bill rate). Admin needs to be very polished/professional - they will be assisting with standard administrative duties such as daily calendar management, meeting minutes, small projects, stocking office/kitchen suppliers, confidential items, assisting managers with questions, etc.

Job Description:

• The Administrative Specialist serves as the first point of contact, both in person and for incoming calls to the department.
• This person provides key administrative support, playing an important role in the overall success of the department.
• Responsibilities include answering telephone calls and assisting callers, and in specialty areas, coordinating or scheduling appointments.
• Monitors and/or orders office supplies as needed as well as keeping supplies organized.
• Scheduling equipment repair and service.
• May distribute mail and process incoming/outgoing mail.
• Schedules room reservations for meetings and maintains room calendars as requested.
• Assists in the development of policies and procedures and departmental forms.
• Maintains confidentiality.
• Maintains up to date unit specific data, logs, and runs reports for management.
• Supports ongoing Programs or special Projects 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.
• Respiratory Care Department: -Projects include, but are not limited to, Pulmonary Rehabilitation patient program scheduling, Pulmonary Function Testing scheduling support, Fiberoptic Bronchoscopy scheduling consulting, Bedside Spirometry, Sputum Induction, and Arterial Blood Gas sampling patient scheduling as needed.

Required Skills & Experience:

• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required.
• Minimum 4 - 7 years' experience required.

Preferred Skills & Experience:

• Four (4) years administra ve support experience in a health care or medically related field preferred.

Required Education:

• High School Graduate or equivalent required.

Preferred Education:

• Bachelor s degree in healthcare-related field preferred.

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