Position: Secretary, Medical Admin, Sr. (Pain Clinic) - 40 hours, days
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Exemption Status: Non-Exempt
Hiring Range: $23.81 - $40.14
Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations.
Schedule Details: Monday through Friday
Scheduled
Hours:
8:00AM-4:30PM
Shift: 1 - Day Shift, 8 Hours (United States of America)
Hours: 40
Cost Center: 34000 - 1020 Pain Clinic
Union: SHARE (State Healthcare and Research Employees)
Signing Bonus: May be available; a member of the Recruitment Team will confirm eligibility during the interview process.
Major Responsibilities
Perform lead duties to coordinate activities and assigned personnel:- Lead role in implementing new or revised systems and procedures. Perform basic troubleshooting and provide feedback on process improvements.
- Orient new employees, train employees in new procedures and provide ongoing instruction as appropriate.
- Relay work instructions provided by supervisor.
- Schedule, distribute and monitor the flow of work for the assigned group of employees.
- Provide recommendations to manager or supervisor for the most efficient utilization of assigned personnel.
- Provide information regarding employee job performance to supervisor.
- Assist in ensuring that employees are provided with appropriate resources and methods.
- Report employee problems or unusual occurrences to the supervisor.
Produce correspondence, memos and reports from dictation, drafts, models, etc., proofread/edit material for appropriate grammar, spelling, format and style.Compose or select standard form letters for supervisor's response to routine inquiries.Arrange meetings and activities for supervisor for efficient use of time, and make travel arrangements for extended trips and groups.Coordinate large, complex internal and external meetings; may attend meetings as recording secretary; prepare and distribute agenda.Provide information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of supervisor and associated staff.Receive phone calls and messages, provide information on procedures and standard policies of the department or function to customers, and refer matters to appropriate persons within the department.Assist with administrative processes associated with the department or function.Process standard and non-standard business office administrative paperwork such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.; follow up for timely completion of processes.Provide guidance to departmental personnel in UMMHC administrative policies and procedures.Assist in preparation and maintenance of departmental operating budget report and supporting documentation.Assist with special projects; gather documents and records from sources within and outside the department, incorporate statistical or financial data, and prepare reports using statistical or financial tables, graphs and charts.Set up and maintain confidential, sensitive files and records for multiple functions, ensuring efficient retrieval of information.Ensure adequate inventory of office supplies and basic maintenance of office equipment; coordinate timely repair of office equipment.Ensure basic set up and maintenance of office personal computers and associated equipment; ensure timely service.May schedule work and provide basic direction to temporary help or clerical and secretarial staff.Perform miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail; record and relay phone messages.Participate in performance improvement initiatives and demonstrate the use of quality improvement in daily operations.Position Qualifications License/Certification/Education
Required:
Associates Degree in Secretarial Science or equivalent.
Experience/Skills
3-5 years of secretarial/administrative support experience.Software used:
Word processing, spreadsheet, presentation graphics, database.Additional application software such as project management, scheduling, budgetary control, etc., may also be used.Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.
All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability, or protected veteran status.
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