Secretary, Department

Position Summary

Performs a variety of administrative, secretarial, and clerical duties which support management personnel in the overall operation of a large department or service area. Must be comfortable working with multiple priorities and projects in a fast-paced environment, positive interprofessional and communication skills, and pay strong attention to detail.

Responsibilities

Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations. Schedules appointments for managers and manage departments calendars. Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits. Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed. Monitors and assists with time and attendance through KRONOS (or timekeeping system). Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns. Receives and distributes mail/faxes/electronic notifications. Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements. Assists in making appointments for patients. Consistently maintains departmental files and adheres to file maintenance and records retention schedules. Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary. Tracks progress of special projects. Performs routine problem solving. Uses discretion when working with confidential information. Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility. May have limited access to areas storing medications. Manages time autonomously, follows through on assignments and meets deadlines. Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards. Maintains compliance with all Orlando Health policies and procedures.

Other related functions include maintaining established departmental policies and procedures, prioritizing workload to manage multiple priorities, enhancing professional growth and development through participation in educational programs, current literature, and workshops, and performing all other duties as assigned.

Qualifications

High School diploma or equivalent. Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Teams, Access). Two (2) years of clerical or secretarial experience.