Providence St. Joseph Health

Job Information

Providence Executive Coordinator in Santa Monica, California


Providence is calling an Executive Coordinator for Full-Time Day Shift to John Wayne Cancer Institute in Santa Monica, CA

We are seeking an Executive Coordinator Administration who will perform standard and advanced confidential administrative and secretarial duties for the Vice President of Patient Care Services and the Vice President of Ancillary and Quality Services. Assist Patient Care Services' directors and staff in achieving departmental goals and objectives. Prepare Board reports. Assist in compiling confidential reports. Respond to office needs, which includes maintaining comfortable working environment, ordering of office supplies, scheduling conference rooms, responsible for work area safety issues, resolves any area building related problems. Review and make recommendation of approval of office expenses. Review PCS cost center's trial balance reports for accuracy; resolves any discrepancies.

In this position you will have the following responsibilities:

  • Prioritize work and provides prompt and efficient service.

  • Demonstrate competency in selected administrative skills. Including but not limited to:

  • Process and maintain confidential information and correspondence; organizes and maintains hospital and department records (e.g., financial reports, physician contracts, legal matters, meeting minutes, etc.).

  • Manage office-related activities for the Vice Presidents, including, but not limited to, space planning, furniture needs, building maintenance and safety, ordering supplies for entire suite, maintenance of copy machines and scheduling of trash/recyclable pickup.

  • Act as an “office manager” in dealing with staff’s concerns and issues for all building-related matters using independent thinking and decision making to resolve problems and/or improve processes.

  • Handle scheduling of conference rooms for Patient Care Services and Ancillary Services. Responsible for scheduling and securing laptop and projector.

  • Serve as liaison between team members and the SCLHS office, other Health Center personnel and outside customers on behalf of the Vice Presidents. This includes reviewing projects/memos and delegates responsibilities to appropriate parties in the Vice Presidents’ absences. Keeps track of deadlines and contacts individuals of pending due dates for the Vice Presidents’ review.

  • Handle administrative responsibilities on behalf of PCS Directors for coordinating activities related to employee surveys, dress code enforcement, customer relations, and managing resource consumption.

  • Schedule and coordinate meetings, which includes travel and lodging arrangements.

  • Collect and prepare information needed by Vice Presidents for conferences and reports.

  • Compose letters and memoranda from verbal direction, written concepts or from knowledge of hospital policy or procedures; prepares memoranda and other materials for staff and business meetings.

  • Receive and handle calls and messages both from outside clients and within the department promptly and courteously using critical judgment in transferring calls to Directors or Managers as appropriate.

  • Assemble financial statements and other departmental specialty reports for distribution in a timely fashion. Assists in compiling and distributing highly confidential reports.

  • Maintain departmental personnel files.

  • Prepare presentations for various audiences, utilizing Power Point.

  • Coordinate the ongoing maintenance of clinical policies and procedures.

  • Handle patient complaints independently, involving appropriate parties as necessary. Keeps records of such complaints and resolutions.

  • Act as the point person during a DHS or other regulatory survey.

  • Demonstrate responsibility and accountability for own professional practice in regards to:

  • Attendance, punctuality, confidentiality and professionalism.

  • Positive public relation image and working relationships.

  • Obtaining necessary knowledge and skill needed to maintain competence.

  • Completing all mandatory requirements.

  • Strive to streamline processes and improve efficiency of the department.

  • Participate in the development and attainment of team, department and hospital goals including:

  • Attending and participating in division meetings.

  • Volunteering or accepting assignments for projects.

  • Mission, vision and team ground rules.


Required qualifications for this position include:

  • Two (2) years college and/or business school or equivalent educ/experience

  • Three (3) years administrative or executive secretary level position or equivalent.

  • Proficiency in P.C. software applications including, Micro Soft Word,

  • Excel, PowerPoint, Access, Outlook

  • Good communication skills with a diverse group of people.

  • Ability to work independently with little or no supervision.

  • Answer telephones.

Preferred qualifications for this position include:

  • Bachelor's Degree.

  • Finance Department.

About the hospital you will serve:

The John Wayne Cancer Institute at Providence Saint John’s Health Center is a cancer research institute dedicated to the understanding and curing of cancer in order to eliminate patient suffering worldwide. The Institute's mission is accomplished by conducting innovative research focused on biological mechanisms to provide new understandings of the cause, diagnosis, control, and cure of cancer; training the next generation of surgical scientists who study and treat cancer; and researching unique experimental treatment services to rapidly develop and test new forms of diagnosis and therapy in order to improve the quality of life and expected survival of those afflicted with cancer.

For information on our comprehensive range of benefits, 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: 278902