Admin Secretary - Case Management - Chula Vista Medical Center - Day - Full Time (0.9)

Sharp HealthCare • Chula Vista, CA

1d • Onsite

About The Position

Performs administrative and secretarial assignments under minimal supervision.

Requirements

• H.S. Diploma or Equivalent
• 2 Years secretarial experience.
• AHA Basic Life Support for Healthcare Professional (AHA BLS Healthcare) - American Heart Association -PREFERRED
• Advanced computer skills including Microsoft 365/Office Suite preferred.

Responsibilities

• Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested.
• Drafts complex documents from abstract ideas and general information.
• Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets.
• Navigates the Sharp Intranet site.
• Reviews and edits materials as requested.
• Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately.
• Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.
• Develops and maintains databases and uses computer applications as appropriate.
• Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.
• Maintains confidentiality of information and records per guidelines.
• Completes department specific forms/records/data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).
• Greets, makes welcome, communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, community leaders, etc.
• Responds with courtesy and patience to calls/visitors who may be angry, distraught etc. Problem solves as appropriate or directs to appropriate resource.
• Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages.
• Acts on requests for customer assistance.
• Uses scripts as appropriate including answering phones, transferring calls and service recovery.
• Communicates effectively with all levels of staff and uses the chain of command.
• Communicates direct supervisor(s) instructions or desires to various department and individuals.
• Maintains organized and orderly workspace.
• Orders supplies forms and equipment, maintains stock per guidelines.
• Completes requisitions and obtains necessary authorizations.
• Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.).
• Resource person within department and to other secretarial/administrative staff and the leadership team.
• Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned.
• Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned.
• Coordinates office moves, space modifications, computer access, and other operational change management as assigned.
• Schedules meetings and related resources and confirms participants.
• Prepares agenda and attachments, attends and takes minutes for meetings as directed.
• Coordinates schedule of designed individual(s) using appropriate computer application and ensures schedule is current and accurate.
• Coordinates meetings and schedules to ensure there are no conflicts.
• Schedules special functions and travel arrangements as directed, following organizational guidelines.
• Assesses class count and confirms accurate amounts of staff in a timely manner.
• Coordinates student reminder class and deliver of course materials with office staff.
• Orders course materials on a regular basis to avoid shortage.
• Follows up with classroom issues, i.e., room set up, supply shortages, etc.
• Reviews, processes, documents and updates course paperwork and instructor files according to department policy and Program Administration Manual.
• May maintains CEU issuance requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED