Hoag Memorial Hospital Presbyterian

Hoag Memorial Hospital Presbyterian
Newport Beach California

The Administrative and Conference Planning Assistant is an integral member of the Marketing Communications team, performing key functions in meeting the needs of the Hospital's customers both internal to the department and externally to the community. Individuals in this role are the Hospital's ambassadors; therefore, excellent customer relations are essential. The key roles of this position are interacting with the Hoag’s internal clients, acting as the face of the department and providing overall department administrative support in addition to the community outreach role which works with the public to disseminate and counsel regarding general insurance information, assist in interpreting and understanding insurance benefits and interacting with medical offices and insurance companies. Staff must hold a societal marketing orientation, whereby the main task is determining the wants and needs of our internal and external clients in a variety of internal departments and external communities, and delivering services that meet the needs and expectations of our customers. The Administrative and Conference Planning Assistant provides support to all areas of the Marketing Communications department including direct administrative calendaring for the VP of Marketing, Communications & Patient Experience, general department administrative support and responsibilities. 


The Administrative and Conference Planning Assistant is also responsible for the ongoing support of various department programs. The position will perform administrative duties, analyze data, prepare statistics, conducting special research, and monitor and coordinate project/program activities.


Essential Functions
• Answer department line for services between 8:00 am and 5:00 pm Monday through Friday. Retrieves, records and handles all calls and requests from the department line throughout day as assigned by Supervisor. Takes ownership of each and every call when answering phone lines for all marketing service areas. All calls are handled immediately or within a timely manner if research is needed. Calls are not delegated to area leads until all effort and research has been exhausted by the initial staff member answering the call.
• Directly responsible for all department administrative functions; including calendaring for leadership and complex meetings as requested.
• Represents the hospital at various marketing events and seminars, as well as participates as a speaker on all three service areas when requested by other hospital departments or community organizations.
• Plans and orchestrates hospital-sponsored events/conferences assuring that these programs are cost effective, productive, professional and consistent with hospital goals.
• Provides on-site support during events/conferences.
• Ensures programs adhere to hospitals CME and Compliant guidelines.

• Assists Conference Specialist with processing and tracking all conference vendor invoices from receipt through submittal to Accounts Payable. 
• With guidance and supervision help write and produce invitations and direct mail, event collateral and presentations as needed. Consults with graphic designer on project design.
• Updates project tracking as requested by supervisor. Reports any need for additional follow up/delegation to Supervisor.
• Provides administrative support for the Department. Duties include, but are not limited to typing, photocopying, and message/mail distribution, filing, ordering supplies, employee access, office space, receiving and shipping of equipment, on-boarding new employees, processing invoices, maintaining numerous tracking spreadsheets, among many others.
• Assists and/or manages calendars for the Vice President and other calendar functions.
• Provides assistance on various Department projects. Maintains detailed project plans, meeting minutes, issues lists, action items lists, technical documentation and other documentation as appropriate for each area. Communicates project plan and facilitates approval by all involved departments.
• Assists in maintaining up-to-date knowledge on the status of multiple projects.
• Assists with call center and front office reception phones.
• Performs other duties as assigned.
Position may require travel between various Hoag locations and its affiliates. Position may require participating in meetings or events outside of normal business hours including occasional evenings and/or weekends.
The intent of your job description is to provide you a core understanding of the requirements of your position and it is not intended to be an all-inclusive list of responsibilities. In addition to the listed core requirements and responsibilities, each employee is individually responsible for proactively taking appropriate actions to assure the best possible outcomes for Hoag Hospital and its affiliates.


Education, Training and Experience


Required: High School Graduate
Customer Service Experience
Preferred: Bachelor’s degree One to two years healthcare or insurance experience


Skills or Other Qualifications


Required: Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment. Current CA driver’s license required for local travel.
Personal computer knowledge including Excel, Powerpoint and Word. Ability to become proficient in specialized customer database software. Ability to work with minimal supervision and recognize problems ad assist with finding solutions. Ability to accept and adapt to sudden changes in pace and work load.

Experience with booking meetings and managing calendars through Outlook. 


Preferred: Computer knowledge for presentation and database programs. Knowledge or use of Sharp Focus, Echo Access, Pathlore, and Affinity. Strong presentation skills

Basic Qualifications