Clinical Education Department Secretary - Bayfront Hospital, St. Petersburg, Florida

Site: Orlando Health Bayfront Hospital

Location: St. Petersburg, Florida

Department: Education/Learning Specialists

Schedule: Monday-Friday 7:30am-3:30pm
Position: Deparment Secretary

About Orlando Health Bayfront Hospital
Orlando Health Bayfront Hospital is a comprehensive tertiary care facility that has been serving St. Petersburg and the surrounding communities for more than 100 years. A teaching medical center, the 480-bed hospital’s areas of expertise include heart and vascular, digestive health, orthopedics, surgical services, robotic surgery, rehabilitation, neurosciences, maternity care, emergency services and trauma care. The hospital’s Level II Trauma Center is the only adult trauma center in Pinellas County. Home to the Center for Women and Babies, the hospital offers full obstetrical services, and, in partnership with Johns Hopkins All Children’s Hospital, is one of Florida’s 13 state-certified Level III Regional Perinatal Intensive Care Centers. A commitment to quality has earned the hospital recognition with a USA Today Top Workplaces award for 2025 and an “A” Hospital Safety Grade from The Leapfrog Group.

Orlando Health Bayfront Hospital is part of the Orlando Health system of care, which includes award-winning hospitals and ERs, specialty institutes, urgent care centers, primary care practices and outpatient facilities that span Florida’s east to west coasts, Central Alabama and Puerto Rico. Collectively, our dedicated team members honor our over 100-year legacy by providing professional and compassionate care to the patients, families and communities we serve.

Job summary

The Department Secretary performs diverse secretarial and/or administrative duties for the Clinical Education team and will be supporting 14 team members in this role. 

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.
• 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

• Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred.

Experience

• Two years clerical or secretarial experience.