Secretary

Job Title

Secretary

Major Duties

The incumbent provides comprehensive executive secretarial and administrative support, expertly managing the Director's calendar, correspondence, travel arrangements, and meeting logistics to ensure efficient operations. Responsibilities include screening telephone calls and visitors, handling inquiries, and independently addressing matters not requiring the Director's direct involvement. The incumbent prepares agendas, minutes, presentations, and official documents, as well as proofreads and edits all outgoing correspondence for accuracy and compliance with agency standards. Additionally, support is extended to the Associate Director, Chief of Staff, and Nurse Executive as needed, facilitating seamless communication and coordination across executive leadership.

The incumbent is responsible for records and information management within the Director's Office, serving as the designated Records Liaison. This includes maintaining an accurate inventory and ensuring compliance of all records, conducting regular reviews, and coordinating vital records management activities. The incumbent ensures records retention and proper disposition in accordance with all relevant policies and regulations and oversees compliance with six-part folder management for all Director's Office personnel. Additionally, the incumbent supports staff training to maintain best practices in records management and assures that all documentation standards are consistently met.

The incumbent is responsible for office administration and process improvement, including the development, implementation, and oversight of office procedures to enhance efficiency and consistency within the Director's Office. This role involves training and advising secretarial and clerical staff to ensure adherence to established practices and policies. The incumbent manages essential resource information, oversees manual and policy updates, maintains suspense files for tracking action items, and coordinates administrative communications to ensure clear and timely dissemination of information throughout the organization.

This position serves as the central point of contact for the Cincinnati Medical Center, with primary responsibility for tracking, responding to, and analyzing Congressional and patient complaints and requests. The incumbent manages a wide range of complex tasks that include monitoring numerous active suspense, handling Congressional inquiries, and tracking VISN requests.

Work Schedule: Monday - Friday, 8:00am - 4:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Secretary/ PD935440

Physical Demands: The incumbent's work is mostly sedentary; however, some walking, standing, bending, and carrying of light to medium-weight items are required.