Executive Secretary, Internal Medicine, Full Time, First Shift

Administrative Assistant

The Administrative Assistant will provide support services to the management team in planning and coordinating departmental activities. Identify issues; recommend solutions; and implement decisions in daily operations under supervision of the management team. Utilizes various software applications to identify and record confidential information that impacts patient care. Respond to inquiries of staff and other departments within UC Health. Performs general office duties, maintains files, and assists with special projects.

Responsibilities

• Provide administrative and clerical support to ACNO/Directors/Managers.
• Maintain personnel file system.
• Maintains calendars, schedules meetings and sends notices to staff involved.
• Types agendas and minutes; composes and/or drafts various documents and brochures as needed.
• Maintains and updates department manuals, rosters, list of resources and other information.
• Orders supplies and purchases within budget; processes invoices, check requests.
• Assist with copies, faxing and mail distribution.
• Organizes and maintains files on an on-going basis.
• Prepares documents and reports requested by Manager, Director and CNO.
• Prepare templates for performance evaluations by adding job descriptions to appropriate section for manager use; prepares spreadsheet of scores with verification; assist with merit letters.
• Assist in updating department policies/procedures; ensure all policy books are updated with current policies; assist with interpretation and implementation of policies/procedures.
• Assist in updating job descriptions and facilitating the approval process flow through Human Resources.
• Promotes a positive customer service attitude in all interactions.
• Screens telephone call/walk-ins and serves as liaison for requests for assistance or information from staff, community agencies and others, offering assistance and/or enlisting the help of others.
• Greets customers, patients, vendors, hospital, physicians and co-workers in an appropriate manner at all times.
• Identifies staff complaints/concerns, gathers necessary information, and refers caller to appropriate staff person for follow-up.

Qualifications

• Takes initiative on tasks with minimal supervision; self-starter.
• Excellent computer skills with Microsoft Software packages, including Word, Excel and database management.
• Time management skills and ability to handle multiple tasks in a demanding environment are essential.
• Knowledge of medical terminology preferred.