ADMINISTRATIVE SECRETARY

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This vacancy will be posted on internal Career Website for 5 business days.

Associates are eligible to apply for a lateral transfer after completion of one (1) year of service in their present position, with the following exception: an Associate who has received a written warning is not eligible for a transfer/promotion prior to six (6) months from date of issuance; an Associate who has been suspended is not eligible for transfer/promotion prior to one (1) year from date of suspension. Part-time Associates who have completed their probationary period can move to full-time vacancies within their department provided such movement will not unreasonably reduce the operational efficiency of that department. Probationary period is three (3) months for full-time employees, and four (4) months for part-time employees who works more than 3/5 of the normal workweek. Probationary period will not apply to shift changes.

TheAdministrativeSecretarywill provide assistance to the Vice Chairman and Chief of General Surgery with managing administrative activities to meet the goals and objectives of the Department. Performs related work as required.

This position must be able to triage and re-prioritize projects and unexpected events independently and promptly to ensure the Vice Chairs administrative needs are met efficiently, professionally and with the highest level of quality. Crucial elements required of this position are confidentiality, tact and discretion to handle sensitive matters. Position may be responsible for attending executive meetings including preparation of materials, taking minutes, and tracking the vice chairs expectations and deliverables.

The Vice Chair's schedule is highly complex and requires accuracy and efficiency on the part of this position to maximize opportunities for meetings and minimize disruptions. This position will be responsible for thecalendar management, phone triage, distribution of materials and communications, special projects and administrative needs.

Issues and priorities may not always be well-defined due to changing demands and this position will be required to determine the scope of problems and make recommendations.

A high degree of independent judgment, extremely specific attention to detail analytical skills to prioritize urgency levels, and tactful handling of sensitive matters (calls, emails, etc).

Responsibilities include but not limited to:

Provide administrative support to the Vice Chair and the Unified Dept Administrator (as needed) of The Department of Surgery including but not limited to: phone triage, managing communication with leadership team and complex scheduling of meetings, calendar management

Schedule, coordinate and verify all travel and accommodation needs for meetings, conferences and other related travel. Maintain travel schedules to resolve scheduling difficulties. Including complex faculty interviews.

Act as a primary liaison with the department faculty and staff to ensure consistency of scheduling, administrative procedures and processing of documentation.

Work to ensure that a clear, accurate system for tracking all approvals required of vice chair ( faculty contracts, departmental expenses, credentialing, etc.) is maintained.

Work with support staff in the department to ensure that all necessary materials for Vice chair interaction with department faculty is prepared and available for interaction with departmental leadership.

Manage all technology related issues such as trouble shooting cellphone and laptop issues and coordinating with technology personnel to resolve them.

Attend meetings and responsible for meeting notes, follow up and execution. Collaborate with department managers to ensure operational deliverables are communicated, organized and met.

Participate in hospital-wide initiatives as needed to collaborate on projects and deliverables.

Education/Skills required:

• High School diploma/ GEDBachelor's degree preferred

• Five years of related experience required;

• Medical terminology background preferred
• Familiarity with medical office preferred
• Spanish speaking preferred
• Proficient in Word and Excel
• Proficient in graph creation, data analysis, and presenting in Power Point and Visio.
• Familiarity with scheduling/appointment programs
• Type 40 WPM (typing test required)