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Providence Health & Services Administrative Associate in Santa Monica, California


Providence is calling a Administrative Associate in the Cancer Center for a Full-Time/Day Shift to Providence Saint John's Health Center in Santa Monica, CA

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We are seeking a Administrative Associate who will provide a wide variety of administrative and clerical support as needed. Maintain a positive and professional image when interacting with patients, their families, physicians, employees and general public. Complete various projects as assigned.

In this position you will:

  • ADMINISTRATIVE: Greet patients and answer telephone. Receive and screen communications, transmit detailed information, answer questions, take accurate messages, and keeps staff informed of communications received. Prepare drafts and finalize correspondence, report, memoranda, and educational materials using computer software applications. Maintain organized office space

  • SCHEDULING: Receive and process referrals ensuring that all required information is accurately provided. Coordinates and maintains the electronic appointment calendar using discretion in scheduling and rescheduling as appropriate. Schedule and assist with meetings, education classes, and special programs

  • FILE MAINTENANCE: Maintain patient files to include chart assembly, record organization, filing paperwork, and completing medical records requests. Ensure that records are maintained in an accurate manner while maintaining confidentiality according to departmental policies and procedures

  • DATA ENTRY: Enter patient information in to computer database and update as required. Retrieve information for audits and quality control

  • BILLING: Verify patient insurance information and assists with filing charity care paperwork for patients without insurance. Review workqueues for missing documentation and corrects in order to maximize reimbursement

  • CUSTOMER SERVICE: Embrace the Providence Service Standards in all aspects of position. Present and conducts self in a professional manner. Provide support to coworkers and customers while demonstrating service excellence by building positive interpersonal relations to ensure productive and positive relationships are maximized. Develop a deep understanding of customer’s perspectives and needs and works to meet their expectations. Build a culture of true caring by behavior and interactions with others

  • COMMUNICATION/TEAMWORK: Communicate in a compassionate and professional manner to patients, families and visitors. Demonstrate professional interpersonal skills and cooperates with other departments and members of the care delivery team to provide optimal continuity of care to patients and their families. Demonstrate commitment to teamwork and interacts harmoniously with others. Collaborate to ensure team success. Support new orientees in learning department routines

  • CRITICAL THINKING AND ORGANIZATION: Utilize available resources. Recognize errors/problems and takes corrective action. Demonstrates effective priority setting and organization skills to promote department flow and cost efficiency. Ensure smooth, efficient services and maximize comfort and confidentiality for the patient. Anticipate and prioritize workflow and adjust work assignments to prevent delays and meet work flow demands. Assist with problems resolutions

  • PERSONNEL: Demonstrate knowledge and support of quality improvement goals. Participate in department, facility and organizational projects or committees as assigned


Required qualifications for this position include:

  • 1 year secretarial/clerical experience

  • Must be detail oriented, able to organize work, set priorities, and remain comfortable with rapid changes in priorities

  • Must be able to work independently in a fast-paced environment with limited direct supervision

  • Must be proficient in the use of computers and software programs

Preferred qualifications for this position include:

  • Associate's Degre in Medical Assistant or Medical Secretary

  • Healthcare experience

  • Knowledge of medical terminology

About the hospital you will serve:

Providence Saint John’s Health Center in Santa Monica, California, is part of Providence Health & Services, an integrated, not-for-profit network of hospitals, care centers, medical clinics, home health services, affiliated services and educational facilities in the western United States. Founded in 1942, Providence Saint John’s Health Center enjoys a reputation for clinical excellence across many disciplines. The 266-bed health center has a medical staff of more than 900 physicians, 1,800 employees and a host of volunteers who share a commitment to providing quality care for all.

We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California-Santa Monica

Req ID: 313060