Clinical Education Department Secretary - Bayfront Hospital, St. Petersburg, Florida

Department Secretary

The Department Secretary performs diverse secretarial and / or administrative duties for the Clinical Education team and will be supporting 14 team members in this role.

Responsibilities

Essential Functions :

• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
• Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations.
• Schedules appointments for managers and manages department calendars.
• Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits.
• Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed.
• Monitors and assists with time and attendance through KRONOS (or timekeeping system).
• Consistently assists others in resolving issues presented by callers and / or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns.
• Receives and distributes mail / faxes / electronic notifications.
• Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements.
• Assists in making appointments for patients.
• Consistently maintains departmental files and adheres to file maintenance and records retention schedules.
• Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and / or arrange for refreshments if necessary.
• Tracks progress of special projects.
• Performs routine problem solving.
• Uses discretion when working with confidential information.
• Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility.
• May have limited access to areas storing medications.
• Manages time autonomously, follows through on assignments and meets deadlines.
• Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
• Maintains compliance with all Orlando Health policies and procedures.
• Maintains established departmental policies and procedures.
• Prioritizes work load to manage multiple priorities.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs all other duties as assigned.

Qualifications

Education / Training :

Licensure / Certification :

Experience :