Secretary

Duties

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Major duties include, but are not limited to:

• Reviews correspondence for accuracy and completeness.
• Reviews correspondence for conformance to format and policy.
• Coordinates closely with respective section heads and managers to make sure that correspondence meets the necessary format and criteria.
• Maintains accurate files and manuals relative to the activities of the department and hospital procedures.
• Tracks mandatory suspense/briefing to completion.
• Initiates personnel actions in conjunction with personnel changes occurring within the service line.
• Assists in preparing space proposals to the facilities management department.
• Prepares requests for telephone/computer installation and changes.
• Obtains and monitors the use of services, supplies, and equipment for the office.
• Schedules appointments for Quadrad or work group and secures conference rooms in conjunction.
• Optimizes a schedule according to multiple priorities, based on evaluation of the necessity and urgency of those requesting appointments.
• The incumbent arranges conferences and meetings.
• Serves as administrative liaison between a clinical service line and Quadrad.
• Follows up on commitments made in conversations, meetings and conferences of the supervisor.
• Prepares travel requests and makes airline/car and hotel reservations for selected service line staff utilizing hospital and/or centralized funds.
• Composes and edits letters and reports.
• Prepares public presentation outlines.
• Creates standard or form letters.
• Transcribes dictated information such as correspondence, meeting minutes, protocols and papers for presentation, some of which may contain medical and/or psychiatric terminology.
• Briefs Quadrad as to the purposes of appointments.
• Receives calls from the public.
• Provides information about NAVAHCS, its functions, and standard operating procedures, as well as general Medical Center information.
• Ensures that personal information and sensitive business information are appropriately protected.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday 8:00 a.m. to 4:30 p.m. work schedule, but work schedule may be adjusted to meet the needs of the service.

Position Description/PD#: Secretary/ PD13636A