Administrative Assistant

MemorialCare Health System
Fountain Valley, CA
United States

To work closely with the Executive Director of the Physician Billing Services Department to ensure that the administrative support needs of the department are met with the highest level of customer service to both internal and external customers.

Essential Functions and Responsibilities of the Job

Coordinate schedules and activities for the Executive Director of Physician Billing Services and the department.
Work with internal and external customers to organize the working components needed to initiate, run and conclude projects or assignments.
Place orders for supplies and services and track progress and results.
Work with leadership and/or reporting team to gather, compile, enter, analyze and organize data in the form of excel spreadsheets and pivot tables for presentations, analysis and dissemination.
Schedule and organize meetings including department meetings and leadership meetings as directed by the Executive Director.
Work independently and within a team on special nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the leadership team which may include: creation of presentations, disseminating information, managing meeting minutes and organizing events.
Maintain confidential and proprietary sensitive information and files.
Prioritize and multitask.

Essential Job Outcomes

Represent Physician Billing Services in a courteous and professional manner when speaking with internal and external clients.
Create, modify and update documents such as invoices, reports, memos, letters and financial statements utilizing word processing, spreadsheets, database and/or other applications as appropriate.
Open and organize all incoming and outgoing correspondence. Author, design and distribute correspondences, memos, reports, etc.
Coordinate, distribute and inventory all program(s) supplies and materials.
Utilize appropriate follow through in documenting messages.
Meeting management, including coordinating, scheduling and preparing for complex activities such as multi-participant meetings, travel, and conference attendance.
Document and database management, including establishing, developing, maintaining and updating various filing systems and databases. Perform data entry, scan documents, and prepare summary documents.
Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheets, database and/or other applications.
Work with leadership, and/or reporting team to gather, compile, enter and organize data in the form of Excel spreadsheets and pivot tables for presentations, analysis and dissemination.
“Other Duties as assigned”


Must have the demonstrated proficiency at an expert level with Microsoft Office products;
MS Word: create, read and prepare documents including creating table and mail merge.
MS Excel: create, read and prepare spreadsheets, including advanced knowledge in formulas and pivot tables.
MS Outlook: schedule meetings, organize and archive email and maintain address books.
MS Visio: ability to create and maintain documents such as organizational charts, diagrams and flowcharts.
MS PowerPoint: create and edit presentations.
SharePoint or intranet: ability to navigate, upload and download documents and maintain department/project sites and calendars.
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.


High school graduate or equivalent required
Associates of Science or Arts or equivalent preferred
A minimum of three (3) years of relevant experience or training, or a combination of education and experience.

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