Administrative Specialist - Pulmonary Services: Respiratory Care Department

Primary Duties and Responsibilities

The Hoag Hospital Newport Beach Respiratory Care Department provides comprehensive respiratory therapy services across both inpatient and outpatient settings, supporting patients with acute and chronic pulmonary conditions. Respiratory Therapists work collaboratively with physicians, nurses, and multidisciplinary care teams to assess, treat, and monitor patients with respiratory disorders, utilizing advanced diagnostic and therapeutic technologies. The department supports a wide range of patient populations, including critical care, emergency, medical-surgical, cardiovascular, neonatal, and pulmonary patients. Hoag's respiratory team also plays a vital role in mechanical ventilation management, airway management, rapid response events, and cardiopulmonary emergencies.

The Administrative Specialist serves as the first point of contact, both in person and for calls. This person provides key admin support, playing an important role in the success of the department.

• Answering calls and assisting callers, and in specialty areas, coordinating or scheduling appointments
• Monitors and orders supplies as needed as well as keeping supplies organized
• Scheduling equipment repair/service
• May distribute mail and process incoming/outgoing mail
• Schedules room reservations for meetings and maintains room calendars
• Assists in the development of policies and procedures and departmental forms
• Maintains confidentiality
• Maintains up to date unit specific data, logs, and runs reports
• Supports projects/programs as needed

Additionally, the Administrative Specialist:

• Prepares agendas, records and transcribes meeting minutes
• Compiles data, reviews data for discrepancies and trends, suggests solutions, prepares reports and organizes projects
• Processes billings and PO’s
• Able to multitask and balance workload between complex projects and clerical duties
• Performs other duties as assigned

Faith Comm Nursing:

Will be involved with all aspects of Event Planning; including representing Hoag at community and inter-faith events.

Respiratory Care Dept:

• Pulmonary Rehab patient program scheduling
• Pulmonary Function Testing scheduling support
• Fiberoptic Bronchoscopy scheduling consulting
• Bedside Spirometry
• Sputum Induction
• Arterial Blood Gas sampling patient scheduling

Security Admin:

• Assists with scheduling trainings
• Assists with the creation of CAF reports
• Creates access badges as authorized by Security or HR
• Assists with open requisitions
• Manages the lost & found program
• Manages records and files for training and certifications

Clinical Research Dept:

• Reviews upcoming clinical research requirements as they relate to specimen processing, patient lab collection scheduling, and supplies
• Provides feedback and solutions for processes
• Meets with research sponsors and reviews internal processes, develops plan for operationalizing and ensuring sponsor requirements are met
• May assist with research source documentation, organizes research inventory and interfaces with safety department

Medical Staff Services:

• Assists with maintenance of the integrity of department files, with limited supervision; utilizing software and the MD Staff databases to retrieve required information
• Tracks proctoring, monitors compliance, identifies trends and coordinates medical staff leadership review and release
• Works with the Medical Staff Services Manager to ensure completion of projects

Lab:

• Responsible for the procurement & receipt process of lab supplies and equipment
• Sustains vendor contacts & general maintenance of contracts
• File management including policies & procedures, files, auditing, & license verification
• Periodic coordination of the application processes & inspection requirements
• Produces reports as needed
• Serves as additional administrative support to alternative campuses

Spiritual Care: Supports the Executive Director of Spiritual Care in all aspects of administrative responsibilities for persons of all Faith Traditions/ Interfaith. Oversees Chaplain scheduling and EPIC reporting. Provides support to the Association of Presbyterian Members as needed.

Education and Experience

• High School Graduate or equivalent required
• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required
• Bachelor’s degree in healthcare-related field preferred
• Minimum 4 - 7 years' experience required
• Four (4) years’ administrative support experience in a health care or medically related field preferred