Part Time - Department Secretary (Medical Staff Office)

The Department Secretary performs diverse secretarial and/or administrative duties for a large department or professional group.

Essential Functions

• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
  • Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations.
  • Schedules appointments for managers and manage departments calendars.
  • Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits.
  • Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed.
  • Monitors and assists with time and attendance through KRONOS (or timekeeping system).
  • Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns.
  • Receives and distributes mail/faxes/electronic notifications.
  • Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements.
  • Assists in making appointments for patients.
  • Consistently maintains departmental files and adheres to file maintenance and records retention schedules.
  • Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary.
  • Tracks progress of special projects.
  • Performs routine problem solving.
  • Uses discretion when working with confidential information.
  • Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility.
  • May have limited access to areas storing medications.
  • Manages time autonomously, follows through on assignments and meets deadlines.
  • Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
  • Maintains compliance with all Orlando Health policies and procedures.

Other Related Functions

• Maintains established departmental policies and procedures.
• Prioritizes work load to manage multiple priorities.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs all other duties as assigned.

Education/Training

• High School diploma or equivalent.
• Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access). 

Licensure/Certification

• None required.
• Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred.

Experience

• Two years clerical or secretarial experience.