Job Information

St. Joseph Health / Covenant Health Administrative Assistant - Clinical Trials *$1,000 Sign-On Bonus* in Fullerton, California

We are looking for an Administrative Assistant for the SJuHMG Clinical Trials Department at St. Joseph Heritage Healthcare.

Location: Fullerton, CA

Work Schedule: Full Time - 80 Biweekly Hours

Shift: 8-hour, Days

Job Summary:

This position provides administrative and clerical support to the Department. This position is responsible for assisting, coordinating and supporting the activities and responsibilities of Leadership. In addition, this position requires effective interaction with a wide variety of individuals on several different levels, including, but not limited to, Senior Executives and Physicians.

Essential Functions:

  • Interacts with Providence St. Joseph Health ministries, at all levels.

  • Maintains and coordinate calendars including appointments and meetings. Coordinates each by establishing date, time and location and notifying all participants. Assists in establishing agendas and preparing presentations, for these meetings as necessary.

  • Organizes, produces, transcribes and maintains correspondence in all forms including letters, memorandums, notes, minutes, reports, presentations, and graphics.

  • Answers and screens telephone calls for the Leadership; intervening when necessary by referring to appropriate person/department to best accomplish desirable outcomes.

  • Reviews and responds appropriately to incoming internal/external mail daily.

  • Establishes, maintains and revises record keeping filing system for all files related to the Affiliate Operations Department.

  • Generates reports as required.

  • Ensures working operation of equipment and may coordinate requests for service.

  • May order supplies for Department

  • May be responsible for travel arrangements for the Executive(s) supported.

  • Financial Coordination: May initiate check requests for conference registrations, journal and association renewals; paperwork for expense reimbursement and mileage reimbursements.

  • May be responsible for Payroll tracking for the team.

  • May maintain conference room schedules.

  • Other duties as assigned


  • Minimum typing skill of 50 wpm and use a 10-key calculator by sight or touch.

  • Has the ability to prioritize and complete tasks in order to deliver desired outcomes within allotted time frames by prioritizing activities as necessary to meet job responsibilities while maintaining required level of activity toward achieving goals without direct supervision. Minimizes work flow disruptions to complete high quality work within a specified time frame.

  • Has the capacity to be answerable for personal actions while avoiding placing unnecessary blame on others. Maintains personal commitment to objectives regardless of the success or failure of personal decisions and applies personal lessons learned from past failures to moving forward in achieving future successes.

  • Has the ability to readily modify, respond to and integrate change with minimal personal resistance by adapting effectively to changing plans and priorities, demonstrating the capacity to handle multiple tasks at one time, dealing comfortable with ambiguity and adjusting preset plans as necessary with minimal resistance.

  • Has the ability to quickly recover from difficulty and adversity while continuing toward goals. Handles feedback or resistance from others with objectivity while recovering quickly from personal setbacks and moving past unforeseen obstacles without unnecessary delay.

  • Has the ability to self-motivate and sustain momentum by initiating relevant activities toward achieving business goals, independently completing projects and produces desired results requiring little or no supervision to stay focused on necessary activities.

  • Demonstrates good administrative skills in maintaining confidentiality, using proper judgment, displaying initiative, being detail-oriented, and viewing responsibilities, job dimensions and objectives with a collaborative and a proactive mind set.

  • Possesses and uses good written and oral communication skills.

  • Thorough understanding of administrative functions including organizational skills and a proficiency of Microsoft Word, Excel, PowerPoint, Outlook, Visio.

  • Thorough understanding of general office functions i.e., computing, faxing, copying and answering phones.

  • Ability to work under minimal supervision.

  • Preferred: Dictation/Transcription skills.

  • Preferred: Medical Terminology knowledge.

  • Preferred: Payroll knowledge.

Minimum Position Requirements:

Education: H.S. Diploma or GED

Experience: 3 years Administrative Assistant.

Preferred Position Qualifications:

Education: Associate's Degree


  • 3 years Health care administrative assistant experience, including higher-level secretarial support, or equivalent in business courses and office.

  • Access, Adobe Acrobat, Publisher and IDX.

Apply Today! Applicants that meet qualifications will receive a text with some additional questions from our Modern Hire system.

Mission Heritage Medical Group is one of California's most respected medical groups. With over 3,000 employees and 75 locations throughout California, including, Northern California, Orange County, High Desert and Los Angeles County, Mission Heritage Medical Group has been continually recognized as a leader in quality, customer service and information technology. This kind of success is the result of team work, a commitment to excellence and a strong adherence to the organization's mission, vision and values. Mission Heritage Medical Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Mission Heritage Medical Group complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Company: Heritage Healthcare

Category: Administrative ( Non-clinical)

Req ID: R336041