Unit Secretary

Join our team as a Unit Secretary provides administrative and clerical support to a specific nursing unit within Maryville. This role ensures effective unit operations by coordinating communication, maintaining records, managing documentation, and supporting clinical staff.

Maryville is a faith-based, nonprofit care facility in Beaverton, Oregon, dedicated to the healing mission of the Sisters of St. Mary of Oregon – to Live Valiantly, Strive for Excellence, Honor unique gifts of each person, celebrate God and life.

For over 60 years, Maryville has provided compassionate skilled nursing, memory care, and rehabilitation services – Service with Love. Maryville promotes dignity, well-being, and holistic care. If caregiving is your special gift, there is a place for you  servant‑leadership model focuses on the growth and well‑being of our staff. Join our team and make a meaningful difference in the lives of those we serve.

Maryville offers excellent career growth opportunities, competitive wages, and generous benefits.

As a Maryville employee, you will receive competitive pay and benefits including:

• Medical/vision and dental insurance
• Paid vacation and sick time
• Life insurance and AD&D coverage
• Flexible Spending Account for medical & dependent care
• 403(b) Plan with employer match
• Employee Assistance Program

To meet the Maryville family, watch:

• Communicate patient care needs during the shift with nurses, providers, therapists, and staff; inform the Charge Nurse or RCM of new orders, lab results, faxes, or urgent updates; and enter provider orders into the electronic health record for nurse review.
• Transcript physician and provider orders into the electronic health record system (e.g., PCC) to be verified by nursing staff.
• Monitor medical records mailbox and ensure it is picked up daily by Health Information Management (HIM); ensure a backup plan is in place if unavailable.
• Enter physician orders into the patient medical record.
• Prepare patient files and charts in anticipation of discharges and transfers to other physicians or departments.
• Make copies and fax paperwork to other medical offices upon receiving an official request for records.
• Organize and maintain patient files and records, retrieve test results as needed for physician's review.
• Greet new and existing patients upon their arrival for appointments or procedures.
• Schedule patient appointments, both new and follow‑up.
• Help prepare rooms for new admissions and discharges, assisting nursing staff as needed with non‑clinical support.
• Maintain confidentiality in accordance with HIPAA regulations and facility policies.
• Support nursing staff as needs arise, and other duties as assigned.

• Strong knowledge of medical terms and hospital procedures.
• Experience scheduling appointments and giving pre‑procedure instructions.
• Skilled in using medical record and data entry systems accurately.
• Ability to multitask and prioritize duties in a fast‑paced environment.
• Strong organizational/administrative skills and attention to detail.
• Communicate information clearly, promptly, and empathetically with patients, families, and staff.
• Adjusts to changing demands and priorities with a positive attitude.
• Great problem‑solving skills, strong decision‑making skills.
• Excellent interpersonal skills, including patience, empathy, and compassion.
• Experience tracking supplies and maintaining records.
• Knowledge of HIPAA and patient privacy standards.

• High School Diploma or equivalent.
• Prior experience working in a healthcare setting, preferably in a clerical‑administrative role.
• Proficient in Microsoft Office and electronic medical records systems (e.g., Point Click Care  or similar).
• Experience using the Point Click Care  system preferred.
• Experience working in an Administrative role within a long‑term care facility preferred.

• Ability to sit, stand, and move easily between workstations.
• Ability to lift and carry supplies weighing up to 35 lbs. on a regular basis.
• Ability to stand and walk for the majority of a shift; includes walking with quick strides frequently and standing for long periods of time.
• Able to frequently reach, as well as the need for fine‑motor dexterity and grasping to handle small objects and operate equipment.
• Requires regular bending, stooping, reaching, and kneeling.

We look forward to speaking with you about this opportunity.

SSMO Sponsored ministries encourage people from all backgrounds, communities, and industries to apply.

We look forward to hearing from you!

This is a full‑time position.

Visit Careers at Sisters of St. Mary of Oregon Ministries Corporation.