Administrative Support Specialist Corporate Office

At NorthBay Health, the Administrative Support Specialist performs highly confidential, high-level administrative functions and supports administrative workflow needed by the corporate administrative office as assigned. Coordinates meetings, making arrangements when requested and supports corporate initiatives as requested. The Administrative Support Specialist maintains the highest level of confidentiality and professional decorum as a representative of the administrative leadership team. This position calls for flexibility, excellent interpersonal skills, project coordination, experience and the ability to work well with all levels of staff and providers.

PRIMARY JOB DUTIES

1. Greets all visitors to the Corporate office with exemplary customer service skills.  Provides directions, answers questions, and obtains information to ensure great customer service. 
2. Professionally answers phone; assists and directs calls appropriately. 
3. Performs clerical duties such as scanning, making copies, presentation development and preparing documents.
4. Manages files, records and confidential phone lists.
5. Inventories, orders and distributes office supplies.
6. Provides clerical support as requested.
7. Manages leader calendars and schedules meetings as requested, including the CEO. 
8. Supports assigned functions and meetings including set-up and breakdown of conference rooms, AV coordination, catering, set up, minutes, transcriptions, and distribution.
9. Supports catering for leader meetings as requested.
10. Maintenance of presentation standards in boardrooms.
11. External board meeting calendaring for CEO tracking.
12. Tracks Board calendaring for VP Corporate Governance.
13. Ongoing support and backup to clerical function of the NorthBay clerical support team.
14. Collaborates with all levels of the organization as necessary to accomplish work and support function.
15. Maintain professional relationships and convey relevant information to other members of the health care team within facility and with applicable external agencies/organizations.
16. Completes ad hoc and special projects.
17. Understands and supports established organization policies and procedures.
18. Other duties as requested.

Education: Associate’s degree required; or an equivalent combination of education and experience equal to 4 years.

Licensure/Certification: Maintains Notary Commission to perform notarizations for staff, patients, and physicians required within 6 months of hire. 

Experience: Minimum 5 years as of administrative support or executive secretarial level experience. Healthcare experience preferred. Advanced working knowledge of Microsoft365, Teams and Zoom Meeting Functions. 

Skills: Excellent oral and written communication skills required. Demonstrated experience in managing multiple priorities required. Required highly professional demeanor, appearance and experience and acumen. Excellent oral and written communication skills required. Advanced working knowledge of Microsoft Word, Outlook, Excel and PowerPoint (MS 365), Teams and virtual zoom platform. Ability to work independently on complex and confidential tasks. Ability to compose effective and accurate correspondence and minutes. This person must have excellent customer service skills, and to be able to work well with all levels of management and staff. The demands of this position require a person to work independently with minimal supervision while utilizing a high level of initiative, judgment and organization.   

Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. 

Hours of Work:  Monday through Friday. based on business need.  Some evenings and week-end hours are required in lieu of regular business hours when business needs require.

Compensation: $33.36 to $40.54 per hour based on years of experience doing the duties of the role.

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

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