Department Secretary - Laboratory * Days - 40hrs/wk

Requisition #: req7788

Shift: Days

FTE status: 1

On-call: No

Weekends: No

General Summary:

The Department Secretary is responsible for performing secretarial and administrative support within their assigned department to help ensure efficient daily operations. The Secretary independently utilizes judgment to prioritize work responsibilities, recognizing which tasks require immediate attention, in order to function effectively in a fast-paced environment with frequent interruptions. This position requires strong organizational, customer service, and computer skills and exhibits a high degree of confidentiality.

Requirements:

• High school diploma (or equivalent) required
• Associate degree in business, healthcare, or related field preferred
• Minimum of 1-3 years of relevant experience
• Effective written and oral communications skills
• Strong computer skills utilizing a variety of programs including, but not limited to, Microsoft Office (Outlook, Word, Excel, PowerPoint), internet search engines, and healthcare software (Epic)
• Strong customer service skills
• Able to maintain confidentiality of sensitive information
• Able to work independently and within a team dynamic
• Demonstrated ability to effectively manage multiple priories and deadlines in a fast-paced environment with shifting priorities and frequent interruptions
• Demonstrated interpersonal, time management and organizational skills

Essential Functions and Responsibilities:

1. Performs a variety of secretarial and administrative duties that may include, but are not limited to, formatting and typing correspondence, reports, presentations, agendas, minutes, etc. utilizing one or more business software application (e.g. Word, Excel, PowerPoint), processes computer generated patient registration..
2. Assists with the coordination of scheduling appointments for patients and/or meetings for staff within their assigned department, confirming meetings, reserving/preparing rooms/resources for meetings, and taking/disbursing meeting materials and minutes.
3. Receives, screens, and uses good judgement when directing incoming calls, visitors, mail, and email to the appropriate individual.
4. Supports the review and documentation of Department policies including, but not limited to, the Hospital Policy and Procedure Manual, HIPPA, HFAP, Disaster, and Infection Control Manuals; ensures policies are reviewed and updated on a regular basis.
5. Maintains Department files, processes, records, and calendars.
6. Assists with Department administrative functions and projects, including Quality Assurance activities.
7. Deals discreetly with sensitive confidential information contained in minutes, communications, reports, and other documents.
8. May assist with Department Timekeeper responsibilities, overseeing daily/weekly coverage and time off requests through time and attendance system.
9. Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.