Secretary (OA)

Job Title Secretary (OA) Duties This position has various responsibilities, the nature and variety depend on the needs of the Associate Director. The overall requirements are: 1) computer literacy, 2) organizational skills, 3) planning and scheduling skills, 4) time-management skills, 5) verbal and written communication skills, 6) quick-learning skills, and the ability to apply such skills in a way that increases the effectiveness of the office. The core duties of this position include but are not limited to: Receives, evaluates, and screens all calls and visitors, forwarding them to the appropriate service/individual for response. Answers questions based on established policy or forwards to appropriate service/individual for response without referring individuals to the Associate Director (AD) or other Executive Leadership Team (ELT) members. Serves as primary timekeeper for the AD Office and alternate timekeeper for other ELT offices. Receives and reviews all incoming correspondence, e-mails, memorandums, requests, messages, and refers each item to the appropriate individual/service for response in a timely manner. Personally handles many requests for information and personally resolves many conflicts and complaints by staff or patients and their families. Only selected calls, visitors, or issues are referred to AD. Possesses knowledge of established procedures for preparation and approval of correspondence and other action items. Assists performance appraisal process to ensure performance plans meet specified time frames, solicits self-assessments, and arranges mid-term and year-end performance review sessions. Maintains performance folders according to facility policy. Serves as back up for assigned TVHS suspense distribution. Uses computer software to transcribe, prepare, and distribute agendas and minutes of committees led or chaired by the AD, ensures compliance with current policy and conducts follow up as needed. Composes non-technical correspondence on topics such as office procedures, requests for information, and letters of acknowledgment, commendation, or notification. Reviews, logs, and distributes incoming and outgoing correspondence addressed to the AD office. Maintains executive Signature Log of AD and other ELT members. Work Schedule: Monday - Friday | 7:30 AM - 4:30 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position. Position Description/PD#: PD703280 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized