Sharp HealthCare ยท 2 hours ago
Administrative Secretary - Hospice - Ruffin Road - Day - Full Time
San Diego, CA
Full-time
Onsite
Entry Level
$28.17/hr - $39.43/hr
2+ years expSharp HealthCare is a healthcare provider seeking an Administrative Secretary for their Hospice department. The role involves performing administrative and secretarial tasks with minimal supervision, including composing documents, managing communications, and coordinating meetings.
Health CareNon Profit
Responsibilities
Performs administrative and secretarial assignments under minimal supervision
Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested
Drafts complex documents from abstract ideas and general information
Researches and gathers data from various sources and generates special projects/reports/summaries
Report generation may involve analyzing statistics and preparing spreadsheets
Navigates the Sharp Intranet site
Reviews and edits materials as requested
Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately
Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes
Develops and maintains databases and uses computer applications as appropriate
Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents
Maintains confidentiality of information and records per guidelines
Completes department specific forms/records/data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed)
Greets, makes welcome, communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, community leaders, etc
Responds with courtesy and patience to calls/visitors who may be angry, distraught etc
Problem solves as appropriate or directs to appropriate resource
Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages
Acts on requests for customer assistance
Uses scripts as appropriate including answering phones, transferring calls and service recovery
Communicates effectively with all levels of staff and uses the chain of command
Communicates direct supervisor(s) instructions or desires to various department and individuals
Maintains organized and orderly workspace
Orders supplies forms and equipment, maintains stock per guidelines
Completes requisitions and obtains necessary authorizations
Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.)
Resource person within department and to other secretarial/administrative staff and the leadership team
Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned
Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned
Coordinates office moves, space modifications, computer access, and other operational change management as assigned
Schedules meetings and related resources and confirms participants
Prepares agenda and attachments, attends and takes minutes for meetings as directed
Coordinates schedule of designed individual(s) using appropriate computer application and ensures schedule is current and accurate
Coordinates meetings and schedules to ensure there are no conflicts
Schedules special functions and travel arrangements as directed, following organizational guidelines
Assesses class count and confirms accurate amounts of staff in a timely manner
Coordinates student reminder class and deliver of course materials with office staff
Orders course materials on a regular basis to avoid shortage
Follows up with classroom issues, i.e., room set up, supply shortages, etc
Reviews, processes, documents and updates course paperwork and instructor files according to department policy and Program Administration Manual
May maintains CEU issuance requirements
Qualification
Required
H.S. Diploma or Equivalent
2 Years secretarial experience
AHA Basic Life Support for Healthcare Professional (AHA BLS Healthcare) - American Heart Association -PREFERRED
Advanced computer skills including Microsoft 365/Office Suite preferred
Company
Sharp HealthCare
Sharp HealthCare is a not-for-profit integrated regional health care delivery system based in San Diego, Calif.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Parkinson's Foundation
2023-07-25Grant
Leadership Team
Dan Exley
Interim Chief Information & Innovation Officer
Recent News
2025-12-27
2025-10-23
San Diego Union-Tribune
2025-10-15
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