Overview

Performs and coordinates a variety of clerical support services for the efficient operation of the department. Performs and provides secretarial and operational support services such as maintaining files, preparing correspondence, coordinating meetings and events and preparing reports.

Responsibilities

1. Provides secretarial support to include:

- - Accepts and screens telephone calls; routes calls appropriately. - Types memos/letters. - Assists with the preparation of various monthly, quarterly and annual reports. - Records in-services and obtains education reports as needed for Nursing Managers. - Supervises daily collection/dispersion of mail for Nurse Leaders and Nursing Units. - Assists with the establishment of due dates and tracking deadlines for projects, reports, etc.. - Compiles and produces various reports and graphs including budget reports, PI reports, etc.

2. Schedules and supports meetings:

- - Organizes and prepares packets for department meetings. - Schedules meetings using Outlook. - Coordinates meetings by booking meeting rooms, preparation of agenda, preparation of packets; preparation of meeting notices to be sent to attendees, coordination of catering services; coordination of availability and set-up of special equipment, recording of minutes, development and maintenance of filing system. - Assists with the organization, planning, set-up and execution of special events throughout the year.

3. Coordinates calendars and appointments

- - Maintains appointments daily - Coordinates interviews - Coordinates travel arrangements; reconciliation of travel expense reports

4. Types, edits or revises and publishes documents such Policies and Procedures, Job Descriptions, Employee Rosters, Manuals, Minutes, etc.
5. Orders office supplies, keeps a current inventory and oversees the maintenance of office equipment such as the copy/fax machine.
6. Assist with payroll edits, scheduling, and use of other DCH systems

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• All other duties as assigned.

Qualifications

High School diploma or equivalent. At least one year of general secretarial experience preferred. Office Applications Certificate preferred. Typing 30 wpm minimum. Working knowledge of computers and various types of software including spreadsheets, word processing, and databases. Microsoft Office Word, Outlook and Excel basic skills required. Must be organized and able to establish priorities. Must be able to communicate effectively (both orally and in writing) with patients, physicians, co-workers and administrators; ability to meet the public with tact, courtesy and efficiency. Must have well defined personal skills. Knowledge of medical terminology preferred. Must be able to read, write legibly, speak and comprehend English.

WORK CONTEXT

Must be able to work independently

Must be able to prioritize and organize work to reach established goals

Communicate wi h different personal