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Banner Health is honored to be recognized by Becker’s Healthcare as one of the TOP 150 places to work in health care for 2023!  In addition, we recently made Newsweek’s list of America’s Greatest Workplaces 2023 for Diversity.

These recognitions reflect Banner Health's investment in team members' professional development, wellness benefits, and continued education. It highlights our commitment to advocating for diversity in the workplace, promoting work-life balance, and boosting employee engagement.

As the Administrative Assistant you will provide administrative support for a busy Department of Medicine team. Responsibilities will include managing Provider schedules, coordinating meetings, meeting minutes, maintaining calendars, making travel plans, data entry & reporting, procurement and purchasing for department, reimbursements, coordination of communications and correspondence, special projects and other administrative duties needed to support a busy medical department.

Schedule is Monday to Friday 8:00am-4:30pm with flexibility on start times based on business need (may need to come in earlier or stay later if needed and the possibility of a Saturday may be needed on rare occasion as well).

Our ideal candidate has a minimum of 5 years of administrative support experience working with multiple leaders and is a collaborative team player. Proficient and accurate typing and PC skills with advanced MS Office skills in PowerPoint and Excel Outlook and Word. Critical thinking skills and ability to be self-directed, prioritize and multitask in a very busy office is a must. Excellent written, verbal and interpersonal communication skills required to effectively interact with all levels of the organization. Proven ability to exercise a high level of confidentiality, discretion, diplomacy and judgement with sensitive and confidential information.

Experience in a Hospital or Healthcare environment preferred. Experience with QGenda, a healthcare workforce management and scheduling software, a plus!

POSITION SUMMARY
This position provides clerical and administrative services and assistance requiring occasional discretion and judgment.

CORE FUNCTIONS
1. Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This may include taking and transcribing dictation involving general business and healthcare vocabulary and a limited range of specialized terminology.

2. Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.

3. Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.

4. Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings.

5. May coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, following established instructions. May coordinate meeting and training classes, registration and preparation of materials, AVA setup, and other classroom preparation. May present classes. May develop meeting/classroom fliers and material and prepare summary data of attendance, etc. may reconcile related invoices and expenses. May arrange travel and hotel accommodations as necessary.

6. May open and screen mail directed to supervisor. Composes responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forward appropriate items to manager.

7. May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.

8. May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.

9. This position primarily focuses on supporting one supervisor. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.


MINIMUM QUALIFICATIONS
High school diploma/GED or equivalent working knowledge. Working knowledge of clerical and administrative services as normally demonstrated through three years administrative support experience.

Employees working at Banner Behavioral Health Hospital and the Boswell SNF must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment. Employees working at Banner MD Anderson on the Banner University Medical Center Phoenix campus must possess a State of Arizona Department of Public Safety Level One Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment. This is a requirement of the Whole Family Counseling Program held at this specific facility.

Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins. Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above. Must have the ability to organize, prioritize and multi-task workload in a fast paced environment and maintain a professional manner.

PREFERRED QUALIFICATIONS
Associate's degree
Additional related education and/or experience preferred.

EOE/Female/Minority/Disability/Veterans

Our organization supports a drug-free work environment.

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What We Do

FOX Factory designs, engineers, manufactures and markets performance-defining products and systems for customers worldwide. Our premium brand, performance-defining products and systems are used primarily on bicycles, side-by-side vehicles, on-road vehicles with and without off-road capabilities, off-road vehicles and trucks, all-terrain vehicles, snowmobiles, specialty vehicles and applications, motorcycles, and commercial trucks. Some of our products are specifically designed for and marketed to a variety of leading cycling and powered vehicle original equipment manufacturers ("OEMs"), while others are distributed to consumers through a global dealer and distribution network. Fox Factory Holding Corp. is the holding company of FOX Factory, Inc. and is publicly traded (FOXF) on Nasdaq. 

Why you should join us

Not only do we provide competitive wages, you will also have access to great benefits and employee

discounts. But more importantly, it’s a fun environment where we truly enjoy working as a team and

bringing great products to our customers!

If this sounds like something you would love to do, and a place you want to be a part of, get in touch

with us by submitting your application. We look forward to hearing from you!

Position Summary:

Supports senior management by performing administrative services including scheduling meetings, making travel arrangements, organizing calendars, preparing spreadsheets, presentations and statistical and budget reports, answering incoming calls, meeting and supporting visitors, mail, requisitioning necessary supplies, organizing office communication and activities on a day-to-day basis.  

Position Responsibilities:

• Assists senior management with administrative tasks such as phones, calendars, meetings, and travel arrangements.
• Prepares various reports detailing the administrative information handled by the position including presentations and budgets.
• Reads and answers correspondence.
• Handles operation and schedules service for office equipment.

Specific Knowledge, Skills or Abilities Required:

• Significant experience with office management and daily operations
• Strong organizational and time management skills
• Collaborative project management
• Microsoft Office Skills, including Excel and PowerPoint
• Excellent multi-tasker who handles pressure well

Competencies:

• Customer Mindset: Exceptional customer experience is primary focus while performing job duties. Quality is a top priority.
• Adaptability & Innovation: Proactively and willingly adapts to changing business needs and conditions and presents creative and fresh ideas on how to solve problems, gain efficiencies and improve quality.
• Relationship Building: Builds constructive working relationships characterized by a high level of inclusion, cooperation and mutual respect.  
• Accountability: Takes personal responsibility for the quality and timeliness of work and strives to exceed requirements.
• Decision Making and Judgment: Makes timely, informed decisions that take into account the facts, goals, constraints and risks.
• Talent Development (Self and Others): Displays an ongoing commitment to learning and self-improvement; making an effort to acquire new knowledge or skills associated with job responsibilities. Willingness to work with others and coach/teach in effort to develop and support other employees’ development.

Position Qualifications:

Education:

HS degree or equivalent required

Experience: 

4+ years of experience as an administrative assistance required

Previous experience working with senior managers a plus

Work Environment and Physical Requirements:

Office Environment

Ability to sit for long periods of time

Vision abilities required to validate and enter data on computer

Disclaimer:  This list does not represent all physical demands.  Descriptions are representative of those that must be met by employee to successfully perform the essential functions of the job.  Reasonable accommodation may be provided to enable individuals with disabilities to perform the jobs’ essential functions. 

Note:  

FOX provides equal employment opportunities for all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, gender identity, sexual orientation, marital status, religion, age, physical disability (including HIV and AIDS), mental disability, results of genetic testing, or service in the military, or any other characteristic protected by the laws or regulations of any jurisdiction in which we operate.  We base all employment decisions –including recruitment, selection, training, compensation, benefits, discipline, promotions, transfers, layoffs, terminations and social/recreational programs – on merit and the principles of equal employment opportunity. 

Fox offers an excellent compensation package and wide-ranging opportunities for professional development.  Medical, Dental, Vision, Health Spending and Dependent Care Savings Accounts, Disability and Life Insurance benefit programs are available, as is a 401k plan with employer matching.  Eligibility for all benefit programs is defined by the applicable plan document or employee handbook. 

Compensation Range

The compensation range for this position is specific to the locations listed below and is the range Fox reasonably and in good faith expects to pay for the position taking into account the wide variety of factors that are considered in making compensation decisions, including job-related knowledge; skillset; experience, education and training; certifications; and other relevant business and organizational factors.

The Administrative Assistant will be responsible for the day-to-day administrative functions such as answering and screening calls, calendar management, travel arrangements, ordering office supplies and other general administrative duties. The role will provide administrative assistance to managers, field and support staff and visitors as well as manage the day-to-day office responsibilities to ensure efficient operation of the office. This position will be responsible for confidential and time sensitive material.

Essential Functions:

• Answers calls, addresses questions and/or concerns, and provides knowledgeable responses to general telephone inquiries in a courteous and professional manner.

• Greet and direct visitors and employees.

• Review and submit expense reports for Transportation Specialists (TS).

• Collect, review and submit hotel folios to appropriate parties.

• Review and code expense receipts on a weekly basis.

• Reconcile and submit monthly credit card expense reports to appropriate stakeholders.

• Monitor employee contract-required credentials (i.e. training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.   

• Review company vehicle toll road invoices and submit payments for charges incurred.

• Assist in reviewing staff timesheets to ensure hours are entered in the company’s internal system.

• Receive, sort and distribute mail and packages.

• Prepare monthly surveillance reports and submit to management.

• Review and submit vendor invoices to the corporate office for payment.

• Review employee status report and update staff’s availability in company’s internal system. 

• Set up appointments for government ID card issuance as needed.

• Issue company employee ID cards and/or visitor badges.

• Manage and order office supplies as requested.

• Ensure office site reception area, meeting rooms and shared areas are neat and clean.

• Maintain professional and ethical standards as prescribed by MVM's Program.

• Comply with agency and program policies and protocols.

• Performs other duties as needed.

Knowledge, Skills, Abilities and Qualifications:

• Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).

• Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.

• Must be willing to learn internal company systems (Saturn, Mercury, etc.).

• Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.

• Possess a valid and current driver’s license.

• Inventory or surveillance software experience preferred.

• Ability to work a flexible schedule, including nights, weekends and graveyard shifts. 

• Excellent analytical and problem-solving skills.

• Ability to take technical direction and feedback from various sources.

• Committed to providing outstanding customer service and representation of MVM in a professional manner.

• Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment. 

• Strong attention to detail.

Clearance: 

• Applicants selected will be subject to a government background investigation and may be required to meet the following conditions of employment.

 Security Requirements: 

• Ability to obtain/maintain a Security Clearance. 

• Favorable credit check for all cleared positions. 

• Successfully pass a background investigation, drug screen.

• May be required to pass or present specific requirements depending on the program (i.e., DOT exam, vaccinations, CPR, flu shot). 

• US Citizenship, Permanent Residency depending on the program

Physical Requirements/Working Conditions:

Standing/Walking/Mobility:  Must have mobility to attend meetings with other managers and employees.

Climbing/Stooping/Kneeling:  0% - 10% of the time.

Lifting/Pulling/Pushing:  0% - 10% of the time, must be able to lift up to 40 lbs.

Fine Motor Skills/Dexterity:  Must be able to write, type and use a telephone system 100% of the time.

Sitting:  Sitting for prolonged and extended periods of time.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.  Management may revise duties as necessary without updating this job description.

Due to the high volume of applications received, the Recruiting Department will contact you directly, should you be selected to advance in our recruitment process. 

For more information about the company please visit our website at www.mvminc.com

MVM is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.

Built on meritocracy, our unique company culture rewards self-starters and those who are committed to doing what is best for our customers.

We are an Equal Opportunity Employer. We take pride in the diversity of our team and seek diversity in our applicants.

El Camino Health is committed to hiring, retaining and growing the best and brightest professionals who will carry our mission and vision forward.  We are proud of our reputation in the community: One built on compassion, innovation, collaboration and delivering high-quality care.  Come join the team that makes this happen.

Applicants MUST apply for position(s) by submitting a separate application for each individual job posting number they are interested in being considered for.

FTE

Scheduled Bi-Weekly Hours

Work Shift

Job Description

Supports department or division by performing a wide range of clerical, administrative, and general office duties.  Based on management direction, the position may have responsibility for coordinating meetings and preparing presentations, maintaining manager(s)’ calendar(s), sorting and reviewing incoming mail, reviewing timecards, expense reports, invoices, and budget reports, tracking data, preparing reports, department reception, answering phone calls and coordinating events.

Qualifications

High School education with five years administrative experience or Associates degree with three years of administrative experience, or Bachelor's degree with two year administrative work experience

Proficient in use of  MS Office applications including Word, Excel, PowerPoint and Outlook.

Strong organizational skills and able to work independently

Strong verbal and written English communication skills.

License/Certification/Registration Requirements

None

Salary Range:

The Physical Requirements and Working Conditions of this job are available.  El Camino Health will provide reasonable accommodations to qualified individuals with a disability if that will allow them to perform the essential functions of a job unless doing so creates an undue hardship for the hospital, or causes a direct threat to these individuals or others in the workplace which cannot be eliminated by reasonable accommodation.

An Equal Opportunity Employer:
El Camino Health seeks and values a diverse workforce. The organization is an equal opportunity employer and makes employment decisions on the basis of qualifications and competencies. El Camino Health prohibits discrimination in employment based on race, ancestry, national origin, color, sex, sexual orientation, gender identity, religion, disability, marital status, age, medical condition or any other status protected by law. In addition to state and federal law, El Camino Health also follows all applicable fair and equitable employment policies from the County of Santa Clara.