The primary purpose of the Sr. Secretary is to provide support to the administrative staff in the Division of Internal Medicine. The Sr. Secretary performs secretarial and front desk duties in the DoIM Administration Office.
Greet and triage visitors to the Division Office and uses techniques learned in Service Excellence training. Maintain friendly atmosphere in office waiting area and keep waiting area clean. Accept all letters and packages and distribute to appropriate person in the office.
Provide general administrative support to the division office under the direction supervision of the Program Manager. Assist with the preparation/coordination of weekly divisional meetings. Prepare basic confidential documents, presentations and spreadsheets. Maintain office files/electronic filing system. Provide primary backup assistance to executive assistant and administrative assistant. Clearly communicate the established priority order for booking meeting facilities in the division office. Arrange for acceptable new dates/times to accommodate sudden shifts of priority and last minutes changes to schedules.
Procurement Services and Equipment Maintenance:
Inventory office supplies for reception area and division administrative office. Reconcile monthly ordering documents. Initiates equipment (copy machine, fax machine and printers) service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner. Assist with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etc. Maintains adequate copier/printer paper and toner; coffee, bottled water and refreshment inventory. Serves as division's administrative contact for physical plant, housekeeping and copier/printer service calls.
Provide highly responsible telephone coverage for the division administrative office. Answer several busy phone lines, relays messages, and place calls. Take complete messages with accurate date, time, name, number and information. This includes determining the nature of each call and prioritizing. Screen and announce visitors. Identify and anticipate problems, communicates all to an appropriate staff member; addresses issues as instructed, reports outcomes, and responds professionally at all times. Is able to understand and respond to telephone conversations with physicians, members of the health care team, patients, patients' family members, and administrative staff members both within and outside the institution.
Other Duties as Assigned:
Assist with coordination of division / department functions such as holiday gatherings and other divisional initiatives. Make deliveries throughout the hospital complex as requested.
Required: High school diploma or equivalent.
Required: Two years experience performing responsible secretarial work.
Preferred: Previous / Current office setting experience.
Required: Must pass pre-employment skills a test as required and administered by Human Resources
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