Secretary (OA)
Found in: beBee jobs US - 2 weeks ago
The Secretary supports the Chief of Surgery, the Surgery Service at the VA Pittsburgh Healthcare System (MC). The incumbent provides specialized administrative and clinical support for the Surgery Service's Programs.
Duties
The skills of a qualified typist are required, knowledge of proper grammar, spelling, punctuation and format are also needed in preparing a variety of documents for signature of the Medical Center Director and Chief of Staff. Knowledgeable of the Surgery Service organization, activities, programs, mission and goals used to properly route requests to the appropriate staff members for resolution; prioritize workload, and advise clerical and clinical staff on established procedures. Overall knowledge of the rules, regulations, policies and procedures of the Department of Veterans Affairs and this medical center's organizations. This knowledge is required in order to answer questions directed to the Chief of Surgery office, both from the private sector and other VA facilities and in the daily operation of the office. See below for other related duties.
Duties:
- Maintains meeting minutes and prepares them in the appropriate format for service chief review and signature.
- Reviews incoming correspondence (mailed and faxed), publications, regulations, and directives that may affect Surgery Service.
- Prepares letters, memorandums, non-technical reports for service chief review and approval.
- Ensures documents are grammatically correct and conform to customary business correspondence standards.
- Ensures all proficiencies and performance appraisals are current and issued on appropriate due dates to include pay for performance.
- Initiates initial credentialing paperwork for new staff, tracks staff on-boarding which includes: in/out processing for residents and students and processing paperwork for new employees.
- Assists staff in the completion of appropriate paperwork for travel as required by Education Department, including requests for the motor pool (vehicle usage).
- Serves as the service line timekeeper and provides coverage for other timekeepers as designated by service line vice-president or Administrative Officer.
- Coordinates services line staff meetings to ensure information is properly disseminated within the department.
- Utilizes various software products such as Microsoft Excel, Adobe Acrobat, Word, PowerPoint and other computer applications to complete correspondence and other essential office tasks.
- Greets and welcomes all visitors (patients and staff) and telephone calls and directs as appropriate to the service chief or appropriate recipient.
- Utilizes technology such as Microsoft TEAMS and other video telecommunication devices to facilitate virtual meetings.
- Maintains service line calendar of all scheduled appointments and meetings.
- Assists with all action items for Surgery Service by maintaining the action item calendar as well as organizing and compiling data for responses prior to the due date.
- Sorts all incoming mail and ensures it is sent to the correct destination within the service line.
- Orders office supplies such as envelopes, paper, and other essential supplies for administrative operations.
Telework: Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD001450
Financial Disclosure Report: Not required
