- Under general supervision provides administrative support to a Vice President or key executive as designated.
- Perform duties of a highly confidential or sensitive nature requiring a comprehensive knowledge of organizational policies, practices, and procedures.
- Schedules appointments, receives visitors, determines the proper disposition of or composes replies to incoming mail; locates and obtains information from sources within or outside the medical system; and prepares special reports and summaries.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
- Acts as an intermediary for Vice President. Receives and screens telephone calls and visitors. Independently handles procedural matters and inquiries or refers callers to others as appropriate. Facilitates problem resolution.
- Schedules appointments and engagements. Makes arrangements for travel and performs required administrative follow-up and recordkeeping. Makes arrangements and coordinates all details for meetings. Briefs Vice President on matters to be considered at the meeting. Attends meetings and prepares notes as necessary.
- Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally, redirects, or forwards to executive with background materials. Composes replies to general inquiries, or drafts responses to more complex issues for review.
- Coordinates and tracks workflow, schedules, projects or committee decisions to ensure paperwork is complete and follow-up services are provided in a timely fashion.
- Drafts and/or prepares a variety of materials including correspondence. Collates and assembles reports, documents and various materials.
- Provides research and administrative support on special projects; conducts research, analyzes and assembles data, drafts reports for review. Prepares presentations and reports; develops draft copy and determines context and format for consolidating information into presentations.
- Compiles, reviews, verifies financial and/or statistical data and reports. Performs bookkeeping functions; prepares expense accounts, monitors budgets, and maintains various financial records.
- Maintains security of confidential information; sets up and maintains department manual and computerized filing systems in accordance with department procedures and The Joint Commission record keeping requirements. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
- Orders and maintains office supplies using the Materials Management Information System and maintains related expense records. Assists in the care and maintenance of department office equipment.
- Gives routine assignments to and/or supervises the work of clerical and secretarial staff.
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Education and Experience
- High School Diploma or equivalent (GED) is required. Associate’s degree is preferred.
- Four years progressively responsible secretarial experience including senior management level secretarial responsibilities. Experience in a business, professional or health care environment is required.
Knowledge, Skills and Abilities
- PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing skills and data entry skills are required. Proficient transcription skills may be required.
- Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Familiarity with medical terminology is preferred in some units/departmental areas.
- Knowledge and ability to understand procedures, practices and policies in the assigned departmental unit and Medical Center.
- Excellent filing and organization skills, with ability to prioritize own work and that of others.
- Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
- Ability to establishes and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.