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As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department staff.
Essential Duties:
- Communication Skills Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a professional manner. Responsible for functioning as a liaison between Employee Health Services and Human Resources in regards to new hire candidate onboarding, as well as Patient experience and new volunteer onboarding. Responsible for functioning as a liaison between Employee Health Services and other departments regarding employees and their annual health assessment compliance. Responsible for generating daily assignment schedules. Responsible for monitoring the check-in and assigning priority. Responsible for coordinating off-site Annual Health Assessment pop-up clinic.
- Computer Skills Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired information. Maintain computer records and files as needed. Maintains calendar via Outlook. Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies, etc.) May design, develop and produce PowerPoint presentations for special events or committee meetings. Must be able to use business format for letters and assure grammatical accuracy.
- Customer Service/Assist with Other Duties Work closely within department personnel, including management team, nursing staff, and physicians. Greets and assists customers by providing them with the information needed, contacting appropriate staff members to assist them, or taking messages for the staff . May be responsible for scheduling patient’s evaluation in a timely manner while accommodating patient’s needs. This includes but no limited to: laboratories, diagnostic testing and consultations as needed.
- Data Entry & Report Preparation Enters data (Charge Entry)in a timely manner, ensuring that all information is accurate. ReadySet participant management. ReadySet document management.
- Information Distribution Distributes informational emails to all personnel including management team. Maintains computer data information accurately and timely.
- Meeting Scheduling Attends meetings as required and may type minutes of meetings as requested. May be require to coordinates meeting dates and times with all participants. May arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
- Office Maintenance Maintain files for the General filing system. Store old files and destroy confidential documents according to departmental policies. Provide a file system that allows for easy retrieval of information. Knowledgeable of office/clinic operations and able to cover for various staff when necessary. Orders and maintains office supplies. Identify process improvement opportunities.
- Performs other duties and projects as assigned.
Required Qualifications:
- Req High school or equivalent
- Req 2 years Experience in related field.
- Req Advanced proficiency with Microsoft Office applications and competent keyboarding.
- Req Excellent organizational skills, detail oriented with strong ability to multi-task.
- Req Customer Service skills including problem resolution and patient satisfaction.
- Req Ability to maintain confidential information.
Preferred Qualifications:
- Pref Familiarity with medical terminology.
- Pref Knowledge of Keck Care Scheduling for appointment setting and familiarity with electronic medical records.
Required Licenses/Certifications:
- Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
The hourly rate range for this position is $22.00 - $34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
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