Job Summary: The Administrative Support/Secretary provides secretarial and administrative assistance to the department. This role involves significant interaction with a wide range of populations, including the public, patients, families, medical practitioners, and staff. The ideal candidate will support the department by managing communications, organizing schedules, and performing various administrative tasks in a timely and professional manner.
Key Responsibilities: - Phone Management:
- Answers and screens telephone calls, takes accurate messages, or directs calls to the appropriate person.
- Visitor and Patient Interaction:
- Greets and directs patients, families, visitors, and staff, providing clear and accurate information as needed.
- Correspondence and Document Preparation:
- Types and prepares correspondence and documents according to established quality standards.
- Proofreads and edits materials for grammar, punctuation, and spelling.
- Drafts routine correspondence and compiles reports.
- Scheduling and Calendar Management:
- Schedules appointments and meetings and maintains calendars for assigned staff.
- Assists with preparations for conferences, seminars, and department-sponsored events.
- Data and Record Management:
- Organizes and maintains department files, records, and databases in accordance with established procedures.
- Enters information into databases and spreadsheets as required.
- Administrative Forms and Materials Handling:
- Prepares, routes, and tracks routine administrative forms and documents.
- Routes materials for required authorizations and monitors the receipt of finalized documents.
- Communication and Problem Resolution:
- Communicates with other departments to resolve delays, problems, and errors.
Additional Duties: - Performs other administrative duties as assigned by department leadership.
Required Qualifications: Education: - High School Diploma or GED required.
- Associate's degree preferred.
Experience: - 1-3 years of related work experience required.
- Experience with computer systems, including web-based applications and Microsoft Office applications (Outlook, Word, Excel, PowerPoint, or Access).
Competencies: - Written Communication: Ability to communicate clearly and effectively in written English with both internal and external customers.
- Oral Communication: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
- Knowledge: Ability to demonstrate full working knowledge of standard office procedures, practices, and policies.
- Teamwork: Ability to collaborate in small teams to improve operations, offer ideas, identify issues, and respect team members.
- Customer Service: Ability to provide high-level customer service to patients, visitors, staff, and external customers in a respectful and professional manner. Skills in active listening and problem-solving are essential. Ability to remain calm under pressure.
Education: High School