Job Summary: Performs secretarial and general office duties according to the needs of the Administrator, Director and Managers. Composes, transcribes, types, and distributes correspondence, reports, records, policies, surveys, committee minutes, and any other material as designated or required. Serves as timekeeper for assigned staff only, makes appointments and screens telephone calls. Coordinates and schedules designated meetings via video conferencing or in person. Makes and coordinates travel arrangements for Administrator and other staff as necessary. Carries out a variety of related duties for departments which are under the supervision of the Administrator. Sorts and distributes incoming hospital mail. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families, and visitors of all age groups while being sensitive to their cultural and religious beliefs. Performance Expectations:
- Performance expectations will be covered in the orientation phase of your job.
- Demonstrate technical aptitude for performing secretarial and general office duties such as telephone operation and etiquette, Computer familiarity with Excel/Windows/Word/Microsoft Office, printer, fax and copier/scanner operation, and laminating items as requested.
- Demonstrate the ability to create graphs, charts, tables, statistical pies to showcase data as needed.
- Demonstrate the aptitude for composing, typing and distributing correspondence, reports, records, policies, surveys, committee minutes, requests for checks and any other material designated by the Administrator and other staff.
- Be proficient in the process of procuring supplies or needed Purchase Order numbers from Lawson.
- Demonstrate the aptitude for entering employee time and applying timekeeper rules, make appointments and screen telephone calls.
- Demonstrate the ability to coordinate and schedule designated meetings via video conferencing or in person.
- Demonstrate the ability to make and coordinate travel arrangements for administrator and other staff.
- Demonstrates the ability to carry out a variety of duties for departments under the supervision of the administrator as directed by the manager of said department such as the fit testing for N95 masks.
- Demonstrate the ability to sort and distribute incoming mail correctly.
- Be familiar with the FGH/OI Management Information Systems
- Communicates effectively with others in an appropriate and timely manner and adheres to and promotes the established values of the organization, i.e. customer service, safety, infection control and compliance standards.
- Demonstrate the ability to communicate and interact with patients, families, visitors, vendors, employees, physicians and management effectively showcasing a friendly positive attitude.
- Demonstrate the ability to assist the administrator to ensure a high standard of cleanliness, organization and appearance of the administrative department including Conference Room, lobby, common areas and grounds of the Orthopedic Institue.
Qualifications:Education/Skills High school or commercial school graduate including typing and other business-related courses. Two years of college preferred. Must be able to type 40 wpm net. Work Experience: Two years' experience as a secretary preferred. Experience in office management and hospital administrative operations preferred. Accounting/bookkeeping background helpfulMental Demands: Courtesy, diplomacy, and cooperation in dealing with visitors and staff members, ability to work under pressure, give attention to detail, use mental and visual alertness, considerable initiative and judgement involved in assuming responsibility for routine matters, answering inquiries, and relieving Administrator, Director, and Managers of clerical and minor executive duties.