Administrative Secretary

As our Administrative Professional, you will be an integral contributor to our operational success, providing comprehensive support to leadership and ensuring an environment of efficiency and high-quality service.

Every day, you will facilitate the streamlined operation of the office, managing diverse administrative functions and cultivating effective internal and external communication networks.

To thrive in this critical role, you will demonstrate exceptional organizational acumen, a proactive and resourceful approach to problem-solving, and an unwavering commitment to anticipating needs and delivering accurate, timely support.

• Provides and updates data/information on behalf of their direct management member to requesting departments/agencies/companies as appropriate upon request.
  
  
  Schedules/arranges meetings and appointments for their direct management member to include sending notices, reminders, changes, cancellations and/or confirming scheduled appointments. Ensures accommodations are adequate; schedules and confirms food service, conference rooms, and equipment when need.
  
  
  Reminds their direct management member daily of calendar appointments for that day to include location, time, and meeting subject matter, in addition to ensuring the they have all materials needed for said meetings.
  
  
  Takes, prepares and distributes minutes for various meetings as directed/requested by their direct management member.
  
  
  Creates and maintains various reports, and works on special projects as requested by their direct management member. Proofreads, edits and prioritize documents to include highly technical and/or procedure drafts in order to ensure accuracy, neatness, precise use of grammar, punctuation and data.
  
  
  Creates and maintains filing systems to include copies of all pertinent information to maintain accurate, precise and easily accessible records.
• Answers and screens phone calls determining the nature of the call and attempts to responds to inquires/complaints as appropriate or refers them to the appropriate staff member for resolution.
  
  
  Prioritizes, process and responds to in-coming written communications including, but not limited to mail, e-mails & faxes as appropriate. Refers all communications outside of their scope to the appropriate staff member for resolution.
  
  
  Maintains, updates and/or distributes departmental policies/procedures and other required records as directed by their direct management member.
  
  
  Submits AccessDH requests for approval by their direct management member upon request.
  
  
  Reviews and inputs payroll adjustments for approval by their direct management member upon request.
  
  
  Maintains office purchases (i.e.., supplies, equipment, etc.)
• Schedules/arranges travel arrangements for their direct member of management.
  
  
  Prepares and processes expense reports upon request.
  
  
  Participates in the coordination of special events as requested.
  
  
  Prepares and distributes functional area(s) correspondences, flyers, and electronic mail as needed.
  
  
  Responsible for up to date maintenance of employee records including but not limited to: new hire orientation, contact information, education, licensure, evaluation, performance improvement plans, departmental acknowledgements, attendance records, annual health updates, etc. upon request.
  
  
  *Reviews ECRI recalls of product and equipment, distribute copies of the recalled literature to the appropriate department and follows up to insure that the department responds in a timely manner. Return response to the company that issued the recall.
• *As requests are submitted by Surgery, Cath Lab or other Patient Care areas to assign a CDM number, prepares and submits requests toCDM Team in Corporate. Updates the necessary fields in Lawson (PC10) and the CDM Master file once the CDM number has been assigned. Ensures proper CPT Codes and charge levels have been assigned.
  
  
  *Receives and monitors reports for compliance MM related areas (on-time performance evaluations, Dignity Health contract compliance, etc.) Communicates to Director of MM when unable to obtain compliance.
  
  
  *Participates in MM Department projects and cross-functional project teams.
  
  
  *Maintains current MM Department policy, Administrative Services and Safety/Infection Control manuals.
  
  
  *Responsible for assisting with MM project management as assigned, including but not limited to compliance, policy development, and performance management.

Required

• Associates Other in Administrative Assistant, Medical Administrative Assistant, Business, Office Administration, Health Science or related field and Minimum of three (3) years administrative support and project management experience, upon hire or
• A combination of education and/or equivalent administrative support experience may be considered (two years of related experience will be credited for each one year of education required). and

Preferred

• Bachelors Other in Business or a related field and Experience in an acute care hospital or healthcare facility, upon hire and

Founded in 1923, Dignity Health - St. Mary Medical Center is a 389-bed, acute care, nonprofit hospital located in Long Beach, California. Serving over 80,000 patients annually, the hospital offers a full complement of services including a Level II Trauma Center, Level III NICU, heart care, and orthopedics. Additionally, St. Mary Medical Center has been recognized as an LGBTQ+ Healthcare Equality High Performer by the Human Rights Campaign Foundation. It is a Joint Commission-certified Thrombectomy-Capable Stroke Center and received a Healthgrades 5-Star Award for Heart Failure in 2026.

One Community. One Mission. One California