Job Summary:

The Administrative Assistant position provides centralized administrative and operational support to the Director and Managers of the Emergency Department, Intensive Care Unit, Medical-Surgical Unit, and House Coordinator departments. This role is essential to improving operational efficiency, regulatory compliance, quality reporting, and departmental coordination while allowing nursing leaders to focus on patient care, staff engagement, and strategic initiatives.

Duties/Responsibilities:

•  Manage calendars, meetings, and scheduling for the Director and department managers.

· Coordinate departmental meetings, prepare agendas, and record and distribute meeting minutes.

· Assist as a backup with staff scheduling, schedule maintenance, and related administrative support.

· Abstract data for the Trauma Registry, ensuring accurate and timely data submission, while working alongside the Quality Nurse Analyst or designee.

· Maintain the Stroke Database and assist with compliance reporting.

· Perform Sepsis abstraction and support regulatory and performance improvement initiatives.

· Collect, monitor, and report house-wide COVID-19 and other infectious disease surveillance data as needed.

· Develop and maintain baseline operational and quality dashboards for leadership, including key performance indicators (KPIs), patient throughput, quality metrics, and regulatory compliance measures.

· Assist with departmental scorecards by compiling, maintaining, and distributing quality, operational, and performance metrics.

· Support Performance Improvement (PI) initiatives by gathering data, tracking action plans, monitoring project milestones, and preparing reports for leadership review.

· Coordinate committee meetings, prepare agendas, record meeting minutes, track follow-up items, and maintain committee documentation.

· Assist with recruitment activities, including job postings, interview coordination, onboarding documentation, and new hire tracking.

· Coordinate department communications, correspondence, and administrative documentation.

· Assist with policy distribution, document revisions, and maintenance within the organization's document control system.

· Serve as a backup for departmental supply requests, office inventory, and administrative purchasing. Act as the liaison for the ward clerks when they require supplies or administrative support.

· Prepare reports, presentations, spreadsheets, executive summaries, and data analyses for leadership meetings and Executive Leadership Team (ELT) presentations.

• Support regulatory survey readiness by organizing documentation, maintaining compliance records, and assisting with accreditation preparation.
• Support special projects, committee work, and organizational initiatives as assigned.
• Perform other duties as assigned in support of Nursing Administration and Acute Care Services.

Required Skills/Abilities: 

• Strong analytical and data management skills.

· Advanced proficiency with Microsoft Excel, including formulas, pivot tables, and reporting.

· Ability to prepare executive-level reports, presentations, and dashboards.

· Ability to manage multiple priorities across several departments simultaneously.

· Knowledge of hospital operations and healthcare regulatory requirements preferred.

· Experience with healthcare information systems (UKG, Meditech Expanse, Trakstar, or similar systems) preferred.

· Strong problem-solving and organizational skills.

· Ability to work independently with minimal supervision.

Education & Experience:

• High school diploma or equivalent required.

· Associate's degree in Business Administration, Healthcare Administration, or related field preferred.

· Three to five years of progressively responsible administrative experience, preferably in a healthcare setting.

· Experience supporting multiple departments and executive or director-level leadership preferred.

· Experience with data analysis, reporting, and quality improvement initiatives preferred.

Job Type: Full-Time, Variable Shifts 

Pay: $29-$39/hour

Ability to Commute:

• Hollister, CA 95023 (Required)

Ability to Relocate:

• Hollister, CA 95023: Relocate before starting work (Required)

You can access the application form here: https://www.hazelhawkins.com/~/careers/

Alternatively, you may submit your completed application directly to apply.jobs@hazelhawkins.com.

All job offers are contingent upon the successful completion of a background check, physical exam, drug test, and verification of education qualifications and credentials.  

San Benito Health Care District is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination and harassment against employees, applicants for employment, individuals providing services in the workplace pursuant to a contract, and volunteers based on their actual or perceived: race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex (including pregnancy, childbirth, lactation and related medical conditions), gender (including gender identity and expression), age (40 and over), sexual orientation, status, military and veteran status and any other consideration protected by federal, state or local law (sometimes
referred to, collectively, as “protected characteristics”).