When the work you do every single day has a crucial impact on the lives of others, every effort, every detail, and every second matters.
This shared culture of happiness, passion, and dedication pulses through Cedars-Sinai, and it's just one of the many reasons why we rank as one of the top hospitals in the nation by U.S. News & World Report.
Cedars-Sinai Medical Center is an organization known nationally for excellence in cancer treatment, research, and education.
The Facilities Management department is seeking for a highly motivated Administrative Assistant to provide administrative support and contribute to our mission of providing word-class health care and the best quality service to our patients and communities. We invite you to consider this exciting opportunity and provide us with an opportunity to learn more about you and your skills!
About the Team
Facilities Management, the 'service arm' of the Research Institute, handles as many aspects of facilities as possible, thus allowing principal investigators and researchers to focus on their research endeavors. Facilities Management interfaces with: Plant Operations, Environmental/Radiation Safety, Security, Environmental Services, Telecommunications, EIS, and Materials Management. We are also available to assist with lab and personnel movement, as well, as contractor and vendor negotiations.
About the Role
As an Administrative Assistant, you will process Human Resources and Payroll transactions and maintain department personnel and payroll files. You will also prepare Personnel Action Forms for hires, transfers, fund changes, terminations, etc.
Essential Job Duties and Responsibilities:
Assists with the preparation of job descriptions, performance appraisals.
Administers the payroll, collecting, recording and reporting time, reviewing payments made.
Applies knowledge of Human Resource and Payroll policies and procedures to ensure accuracy of actions processed.
Answers individual inquiries regarding appropriateness of actions; researches and consults with professional staff to resolve problems.
Processes budget and financial reports and records for the department. Prepares preliminary budget sheets following established procedure and readily available data.
Maintains departmental records of expenditures and performs preliminary review of financial reports to correct obvious errors, and identify discrepancies and variances which require attention of Manager or designee.
Processes supply and equipment transactions including purchase orders and requisitions, referring them to vendor or Purchasing Department as appropriate. Reviews invoices to ensure that items are correct in description, quantity, unit, price, and total price. Contacts vendors, Materials Management, Accounts Payable in tracing transactions, to determine the status of shipments, and to correct errors in shipment, charges, etc. Maintains inventories of supplies and equipment.
Screens and prioritizes calls and appointments; makes appointments for manager and staff. Routes inquiries to other levels of the organization as appropriate.
Types from rough draft or verbal instruction correspondence, narrative and statistical memoranda and reports.
Composes minutes of meetings. Composes more routine business correspondence for the Manager's signature either independently or with minimal direction. Ensures that spelling, punctuation and grammar are correct.
Maintains filing system and database records for the office.
Prepares periodic, recurring reports from the file and database.
At the direction of the Manager researches, gathers, sorts compiles and organizes information from the files, from other departments and offices, from outside agencies, etc., for special reports and information requests.
Department-Specific Duties and Responsibilities:
Receives and distributes mail, posts flyers in Davis elevator boards, maintains copy rooms stocked with paper, receives and emails Air Gas Dry Ice receipts to Materials Management.
Receives and processes Access Requests with Security department, Key Requests with Key Shop, and EHS All Hazards Lab Safety Training requests with Safety department.
Provides updated Master Space Schedule of Research buildings for SRFA for every 15th of the month using the Revit software. Along with up-keeping of the Revit System and providing training regarding the use of the software. Works on floor maps and occupancy tracking.
Controls the Davis conference rooms (Davis 1004, 1011, 3014) and receives reservation requests and sets up the date for the upcoming year reservations. Directs users to use the online booking system to view and book their own reservations.
Assisting in conference rooms set-ups, IT issues, setting up presentations, etc.
Schedules meetings for Executive Director and Associate Director and disposal/transfer requests with Holiday Movers.
Safety Representative who attends Safety Committee meetings, sends out notices regarding Research Safety Rep Meetings, and coordinates with Safety regarding Hazardous Waste Inspections.
Collaborate with Facilities Management, EVS, EIS and Safety departments to assist with researchers' needs.
Greets and assists people when they enter the Research Facilities Admin suite and answering calls to the main department telephone line.
Assist Research Facilities Coordinators in projects, moves, assignments, training, monitoring, etc.
Providing healthcare for more than 100 years, Cedars-Sinai has evolved into one of the most dynamic and highly renowned medical centers in the world. Along with caring for patients, Cedars-Sinai is a hub for biomedical research and a training center for future physicians and other healthcare professionals. This attracts exceptional talent to Cedars-Sinai, including world-renowned physician-scientists who seek a place where they can both conduct research and see patients--the ideal formula for discovery and its translation into cures. Our patients benefit from access to doctors at the top of their fields, and our researchers have an ideal community in which to study the impact of healthcare challenges, and reflect that knowledge in their research. The greater Los Angeles area in which Cedars-Sinai resides possesses unparalleled cultural and ethnic diversity which offers outstanding opportunities for translational and clinical research and a dynamic environment for medical education.Although community based, Cedars-Sinai is a major t...eaching hospital affiliated with the David Geffen School of Medicine at the University of California, Los Angeles (UCLA). Cedars-Sinai has highly competitive graduate medical education programs in more than 50 specialty and subspecialty areas, a graduate program in biomedical sciences and translational medicine, a clinical scholars program directed towards junior physicians with aspirations to become clinical scientists, and post graduate training opportunities.There are more than 250 full-time faculty members at Cedars-Sinai. The voluntary medical staff, comprised of more than 2,200 specialty board-certified or board-qualified physicians, represent all of the specialties and subspecialties and collaborate with full-time medical staff in the teaching responsibilities of the graduate medical education programs.