Sutter Health Administrative Coordinator - Physician Resources - Mountain View in Mountain View, California

Job Summary:

This position oversees and/or performs a wide variety of administrative and project/program support activities on behalf of the physician services department. Serves as primary point of operational and administrative contact with internal and external staff, physicians, and vendors. Supports special projects which may include data collection, report generation, maintenance of department files and Outlook schedules. Ability to work on complex and confidential issues.


Performs administrative duties which may include but are not limited to:

  • Assisting with the on-boarding of new hires, scheduling interviews, training, equipment, etc

  • Provides daily calendar maintenance and written documentation for senior management staff. Arranges meetings, conference rooms, catering and/or takes minutes

  • Manages one or more schedules for the department which include ownership of agenda creation and distribution

  • Drafts memos, letters and/or documentation sometimes containing confidential or legal information including but not limited to physician new hire, departure and status change information

  • Prepares, proofreads and edits materials and arranges appropriate delivery as appropriate

Maintains department reports, projects and policies

  • Processes daily, weekly, monthly reports or projects which could include invoices, timecards or expense reports

  • Oversee time and attendance system (Kronos) for physician services team

  • Tracks or monitors department projects, and surveys

  • Owner of distribution lists and organizational charts

  • Ensures that routine and priority tasks are completed within established timeframes

  • Monitors and maintains specialized logs, databases, files and/or systems unique to their assigned department

  • Design, create and prepare special departmental reports, presentations, analyses, and gather data when necessary using PowerPoint, Visio and Microsoft Excel may be used to create quality presentations. May be complex and confidential in nature

Provides critical thinking and communication support for the department

  • Troubleshoots and resolves minor disputes, errors, or complaints

  • Serves as a communication point of entry for physician services team

  • Gathers information from various sources and compiles information to meet targeted deadlines

  • Designs various forms, documents, spreadsheets for the department and inter-departmental use

Coordinate special events

  • Manage pre-event details with home department and other departments as needed

  • Distribute, collect and follow-up on invitations, RSVPs and other correspondence for the event

Perform special projects as assigned and maintain strict confidentiality

REQUIRED: high school diploma; at least six (6) months of Administrative Assistant experience; strong experience in Microsoft Word, Excel and PowerPoint; must be able and willing to travel to other Sutter/PAMF locations

PREFERRED: Bachelor’s degree; five (5) years of Administrative Assistant experience

Organization: *Palo Alto Medical Foundation

Title: Administrative Coordinator - Physician Resources - Mountain View

Location: California-Peninsula/South Bay and Santa Cruz-Mountain View

Requisition ID: PAMF-1803672

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.