Department Secretary

Overview

The Department Secretary is responsible for performing a variety of secretarial, clinical, receptionist and office related duties and support for department and staff in various NAH departments, including Communications, Education, Engineering, Operating Room, Pre-Op PACU, Radiology Administration, Guardian, Biomedical, Nutrition, Engineering, Patient Access, Supply Chain and Cath Lab, and other similar and related departments.

In the Engineering department, this position will support facilities operations and be first point of contact for the department. This role will maintain accreditation records, maintain the maintenance database, ccordinate asset intake and provide general support to staff. This role will assist leadership in handling outside contractors supporting the department by maintaining records, coordinating project activities and providing scheduling.

Responsibilities

Administrative
* Prepares reports for management and/or clinical teams as requested.

* Provides confidential administrative support to management and/or clinical teams as needed.

* Responsible for the gathering, revising and entering of data utilizing department required statistics/units/other.

* Responsible for data entry, meets and greets all customers using customer service guidelines in person and/or on the telephone.

* May perform clerical duties such as ordering, keyboarding, scanning, filing, photocopying and transcribing.

* May process time edits to the established guidelines.

* May contact and work with external vendors.

* Establishes and maintains an organized financial management system which facilitates timely payment of bills, processing purchase requisitions, check requests, tracking inventory and/or other department expenses.

* Maintains or supports current document control file.

* May be responsible for scheduling and billing.

Operations
* Meets and greets all customers using customer service guidelines in person and/or on the telephone.

* Answers, evaluates and prioritizes incoming administrative line telephone calls, communicates effectively with callers obtaining complete and accurate information to determine the need(s) of the caller.

* Operates a computer terminal and retrieves information from various computerized resources to respond to queries and answer questions.

* Performs searches and answers and/or relays questions from inquiring customers.

* Keeps current department standards/communications boards.

* May be responsible for keeping current manual/electronic communication devices (portal/signage/fliers/flat screens, etc) as deemed necessary for department.

Compliance/Safety
* Responsible for reporting any safety-related incident in a timely fashion through the Midas/RDE tool; attends all safety-related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.

* Stays current and complies with state and federal regulations/statutes and company policies that impact the employee's area of responsibility.

* If required for the position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.

* Completes all company mandatory modules and required job-specific training in the specified time frame.

Qualifications

Education
High School Diploma or GED- Required

Associate's Degree- Preferred

Certification & Licensures

Experience
Clerical, secretarial, receptionist experience - Preferred

Excellent verbal and written communication and problem solving skills - Preferred

Customer Service- Preferred

Microsoft Windows workstation environments and MS Office products experience (i.e., MS Word, MS Excel, Outlook, etc.)- Preferred

In the Engineering Department:
* 3 years of healthcare facility coordination experience - preferred
* 3 years of advanced use of maintenance management system experience - preferred
* Knowledge of healthcare project management and organization and multi-tasking skills - preferred
* Ability to work independently in fast-paced environment with multiple projects - preferred

Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.