Secretary (OA)

Job Title

Secretary (OA)

Duties

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Duties include but are not limited to:

• This position requires the highest standards of providing customer service both internally and externally.
• Performs a variety of clerical, administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system.
• Support will encompass the Medicine Service, in all Sections and Programs that include Cardiology, Gastroenterology, Hematology/Oncology, Pulmonary/Respiratory, Inpatient/Hospitalist, Nephrology, Rheumatology, Infectious Disease, Endocrine & Metabolism, Geriatrics, Allergy and other sections or programs under Medicine Service.
• Must have considerable administrative training and experience and comprehensive working knowledge of special administrative and complex processes to support clinical operations.
• Performs work in support of management and/or program analysis functions in which knowledge of the purpose, operation, methodology and techniques characteristics of specific management/program analysis functions are required.
• Requires considerable specialized training and experience in administrative, computer, clerical, problem solving skills, and analytical, evaluative, qualitative, quantitative and statistical skills, as well as the ability and desire to manage a wide variety of complex, and unexpected and nonrecurring problems.
• Must have a comprehensive working knowledge of a special and complex subject matter, procedures, and practices common to Medicine Service programs at VAAAHS.
• The work performed by this individual may have great impact in the performance of the Medicine Physicians, Associate Chief of Medicine Service, Administrative Officer and other managers for whom the individual interfaces with.
• Schedules, refers, and contacts members of the staff, at the facility, and outside the facility including VISN, other faculty at the University of Michigan, other government facilities, other health care institutions, and the public. This position will work closely with all our providers and administrative personnel to ensure all proficiencies, evaluations, functional categories, performance pay notifications, service agreements are up to date and all 6-part folders are compliant.
• Maintains electronic appointment calendars, updates share point sites, coordinate meetings, and schedules conferences. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members.
• Utilizes VISTA for entering 2237s, 1358s, MAXIMO for work orders, and is the primary office supply coordinator for all of Medicine Service.
• Performs all aspects of timekeeping for Medicine Service. Enters employee work tours, accurately and timely posts tours of duty, annual leave, sick leave in VATAS. Tracks part time physicians that utilize Memos of Service Level Expectations.
• Serves as the Medicine service focal point for arranging and coordinating training activities as a TMS administrator.
• Serves as Automated Data Processing Application Coordinator (ADPAC) for the service. Providing automated data processing clinical supplication advisement and support; enters EPAS for computer access for all staff, contractors, WOC, and occasionally learners.
• Must have a clear understanding of duties of Position Description.

Physical Demands

The work is mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required.

Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability.

Work Schedule

Monday-Friday 8:00am to 4:30pm

Virtual

This is not a virtual position.

Position Description/PD#: Secretary (OA)

PD061760

Relocation/Recruitment Incentives

Not Authorized

Critical Skills Incentive (CSI):

Not Approved

Permanent Change of Station (PCS):

Not Authorized