Trinity Health
Job Title
Performs advanced secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, billing and assists in monitoring departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. Coordinates, trains and checks the work of other clerical staff. Essential Functions
Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager's directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval. Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager. Develop, implement and maintain departmental record keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files. Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes. Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements. Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures. Receives and read incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature. Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures. Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness. Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well organized. Assists in orientation and training of new clerical staff members. Coordinates and checks the work of lower classified secretarial or clerical employees within the department. Required Education, Experience, and Licensure
Bachelor or Associates degree in healthcare or Business preferred; High School graduation or equivalent required. One to two years of additional training or equivalent combinations of education and experience. Medical terminology and anatomy and physiology courses preferred. Two to three years of progressively responsible, related work experience. Prefer past experience in coordinating activities of a busy administrative office with multiple priorities in conflict. Our Commitment Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.
Performs advanced secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, billing and assists in monitoring departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. Coordinates, trains and checks the work of other clerical staff. Essential Functions
Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager's directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval. Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager. Develop, implement and maintain departmental record keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files. Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes. Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements. Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures. Receives and read incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature. Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures. Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness. Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well organized. Assists in orientation and training of new clerical staff members. Coordinates and checks the work of lower classified secretarial or clerical employees within the department. Required Education, Experience, and Licensure
Bachelor or Associates degree in healthcare or Business preferred; High School graduation or equivalent required. One to two years of additional training or equivalent combinations of education and experience. Medical terminology and anatomy and physiology courses preferred. Two to three years of progressively responsible, related work experience. Prefer past experience in coordinating activities of a busy administrative office with multiple priorities in conflict. Our Commitment Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.