Job Description

Join the hospital trusted by Chicago’s Southland, Ingalls Memorial Hospital, in this role as a Administrative Secretary with the Inpatient Rehab department.

The Adminisrative Secretary serves performs varied administrative and clerical activities relieving the Director of as many duties as possible. Works under minimum supervision and acts with a great degree of independence in the resolution of procedural and administrative problems. Deals with confidential and sensitive issues relating to people and the organization. Knows, follows, and actively supports the philosophy, mission and vision of Ingalls Memorial Hospital. Adheres to all hospital policies, procedures and standards of care. Observes and adheres to all corporate compliance requirements and communicates issues as they arise to the appropriate parties as identified in the Corporate Compliance Plan.

Essential Job Functions

• Provides secretarial support for the Directors leadership as needed. Duties include, but are not limited to, composing, drafting and typing correspondence, meeting scheduling through Outlook e-mail, answering telephones, handling incoming and outgoing mail, establishing and maintaining files, organizing, prioritizing and completing daily assignments on time with minimal errors.
• Maintain and schedule personnel evaluations timely with the Director. Process requisitions and change of status for department employees.
• Maintains department employees time and attendance through hospital Kronos and SmartSquare system.
• Attends Hospital Department Meetings, Councils and other meetings as assigned; taking and transcribing minutes, preparing agenda, and handling any necessary material distribution and follow-up.
• Maintains calendar for Director; scheduling appointments without prior clearance. Makes travel reservations, including lodging, prepares itineraries reports, and confirms with organizations/personnel to be visited where needed.
• Maintains and files department reports including, budget reports and attendance reports on an ongoing basis.
• Participates in creating an atmosphere of mutual respect, acceptance, recognition and trust. Promotes effective interpersonal and interdisciplinary relationships with physicians, management, staff members, visitors, and other department members in a courteous manner.
• Assumes responsibility for maintaining Department Policy Manual on a monthly basis and assures that policies are downloaded onto the hospital intranet.
• Serve as technical support for Tele-conferences, Webex, and Hospital Committee Meetings.
• Demonstrates commitment to professional growth, i.e., attends all mandatory hospital inservices.
• Seeks educational and learning experiences, reviews progress during annual evaluation.
• Promotes the philosophy, mission, and vision of Ingalls Hospital to patients, families, staff, and community.
• Assumes responsibility and maintains monthly staff schedules and notification to staff of completion.
• Assists in enhancing productivity and efficient operation in the Department.
• Organizes, prepares and schedules Physicians meetings.
• Maintains and validates RN Licensures.
• Manages policy and procedure manuals following proper document control processes as they apply to each Department, working closely with Director, supervisors and physicians to assure timely review and revisions are performed.
• Organize Department and ad hoc meetings as designated to include invites, locations, IT requirements, and food (if appropriate).
• Processes invoices for payment, prepares documents for capital and operating expenditures, prepares contract approval forms and maintains file of invoices and contracts.
• Manages Rewards and Recognition budget for Inpatient Rehab.
• Assists the Director of Quality, Patient Safety, Regulatory and Accreditation in daily operational services.
• Maintains confidentiality of information according to hospital and departmental policies and procedures.
• Attends Physician Orientation Program to introduce new physicians to Comprehensive Rehabilitation Services.
• Assists clinical liaisons and care coordinators/social workers in daily management, organization and document completion for patient admissions.
• Assures that any special equipment or services are available when patient is admitted.
• Serves as administrator and technical support for eRehabData and All Scripts; and for general IT issues.
• Maintains timekeeping records.
• Maintains accommodations log.
• Provides weekly updates on admission activity.
• Completes daily, weekly, and monthly audits for nursing and therapy as assigned. 

Required Qualifications:

• High School required
• Must have at least 3 years of progressively increasing responsibility in a secretarial role. Advanced computer skills (Microsoft Office Suites)
• Typing (minimum of 35 word/min). Excellent organizational/planning, communication and time management

Position Details 

• Job Type/FTE: Full time (1.0); 8-hour shifts 
• Shift: Days
• Unit/Department: Administrative Supporter
• CBA Code: Non-Union