Administrative Assistant, Technical - Microbiology (DLS Oahu)

$39,520 - $47,757/Yr

Diagnostic Laboratory Services - Aiea, HI

Full-time

Aiea, HI

Ambulatory Health Care Services

About the position

The Administrative Assistant for Technical Microbiology at Diagnostic Laboratory Services, Inc. (DLS) plays a crucial role in providing administrative support to the technical areas of the company. This position is integral to the patient care team, ensuring that operations run smoothly and efficiently. The successful candidate will be responsible for a variety of tasks including scheduling meetings, preparing memos, reports, and presentations, and maintaining various systems such as EP Evaluator, QC On-Call, and Test Information Library (TIL). The role requires flexibility in scheduling to meet operational needs, as the position is full-time and requires availability Monday through Friday from 8:00 am to 4:30 pm. In this role, the Administrative Assistant will manage records, documents, and files, gathering and refining data to complete necessary reports and presentations. They will also coordinate and facilitate special projects, serve as a document administrator for technical departments, and ensure that meetings are organized effectively. This includes preparing meeting agendas, distributing materials, and recording minutes. The position demands a high level of professionalism and the ability to communicate effectively with both internal and external customers. The work environment is typical of a hospital or laboratory setting, which may involve exposure to biohazardous materials and potentially hazardous chemicals. The candidate must be able to perform sedentary to light physical activities, including sitting for extended periods and occasional lifting of items weighing up to thirty-five pounds. The role also requires maintaining confidentiality and adhering to safety regulations, contributing to the overall quality improvements within the organization.

Responsibilities

• Prepares, maintains and manages records, documents, and files as assigned.
• Gathers, assembles, and refines data as needed to complete memos, reports, presentations, etc.
• Files for various committees, departmental projects, and departmental functions.
• Coordinates, facilitates and/or manages special projects as assigned.
• Serves as a document administrator for the technical departments.
• Coordinates meetings as requested, including scheduling appropriate dates/times and arranging logistical requirements.
• Prepares meeting agenda and appropriate backup materials, and distributes meeting materials to participants.
• Records, transcribes, and distributes minutes of meetings, and maintains accurate files as needed.
• Functions as a super-user of applicable software programs and provides training as needed.
• Monitors and disseminates test information changes to users.
• Participates in the development of departmental plans and policies, conducting research as needed.
• Coordinates and schedules pipet calibrations.
• Performs other duties as required.

Requirements

• High school diploma or equivalent required; two years in business school or a bachelor's degree preferred.
• Two years of work experience in an office setting performing administrative duties required.
• One year of experience working with customers, exhibiting a high level of professionalism required.
• Ability to communicate effectively in English, both verbal and written form.
• Ability to work effectively both independently and with a team.
• Excellent customer service skills.
• Typing/Keying: 95% accuracy at thirty words per minute.
• Intermediate personal computer skills, including Microsoft Word, Microsoft Excel, Microsoft Outlook, and routine database activity.

Nice-to-haves

• Laboratory experience preferred.
• Facilitator and/or Project Manager experience preferred.