Administrative Secretary

GENERAL SUMMARY:

As an Administrative Secretary, you'll be the organizational backbone of your department, working closely with leadership to ensure smooth daily operations. You'll take ownership of critical administrative functions—from managing communications and records to coordinating schedules and supporting strategic initiatives. Your attention to detail, proactive problem-solving, and ability to prioritize competing demands will directly impact your team's productivity and success.

KEY RESPONSIBILITIES:

2. Organize & Maintain Records: Build and manage efficient filing and record-keeping systems for personnel, payroll, attendance, and procurement documents. Ensure information is accurate, accessible, and compliant with departmental standards.

3. Control the Flow of Information: Screen visitors and calls with professionalism and discretion, directing inquiries to the right personnel. Serve as a knowledgeable resource for questions about department operations and policies.

4. Coordinate Schedules & Events: Manage departmental calendars, schedule meetings and appointments, and arrange travel or conference logistics to keep operations running seamlessly.

5. Process Mail & Materials: Handle incoming and outgoing mail with efficiency, ensuring timely distribution and accurate record-keeping.

6. Generate Reports & Insights: Compile and prepare ad hoc reports and maintain logs that provide leadership with the information they need to make informed decisions.

7. Support Office Operations: Optimize departmental efficiency by monitoring supplies, managing office equipment, coordinating document preparation, and handling interdepartmental correspondence.

8. Support Patient-Facing Functions (where applicable): Prepare patient documentation, gather relevant information for clinical staff, maintain confidential patient records, and coordinate scheduling for procedures and appointments.

9. Contribute to Team Success: Take on additional responsibilities as needed to support departmental goals and organizational priorities.

1. Manage Communications & Documentation: Craft professional memos, correspondence, and reports while maintaining impeccable grammar and formatting. Stay ahead of deadlines by organizing your workload strategically around departmental priorities.

EDUCATION/EXPERIENCE REQUIRED:

• Requires a high school diploma or G.E.D. equivalent.
• One (1) year of experience within an office setting preferred.
• Literacy and experience working with Microsoft Software Programs required.
• Previous experience scheduling appointments/maintaining calendars preferred.
• Interpersonal skills necessary in order to communicate effectively with callers and visitors,
  and provide information requiring ordinary courtesy and tact.
• Ability to distribute departmental mail and other materials.