Department Secretary - PE Radiology-Clinical Services - USA Health Physicians Group

USA Health•Mobile, AL

10d•Onsite

About The Position

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community. USA Health is changing how medical care, education, and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists, and researchers provides the region's most advanced medicine at multiple facilities, campuses, clinics, and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall well-being of our community. This is a highly responsible secretarial and administrative position as secretary to the Chair of the Department of Radiology. This position is in the Mastin building adjacent to USA University Hospital. An employee in a position allocated to this classification is responsible for performing a variety of secretarial and administrative duties including the Interpretation of routine rules. regulations, and policies to university officials and the public.

Requirements

High School Diploma or equivalent and 4 years of secretarial experience
Proficient in Word and Excel

Nice To Haves

Bachelor's Degree will substitute for the required experience
Comparable combination of education and experience may substitute for the above requirements

Responsibilities

Preparation of special reports
Performance of special assignments
Work involves participating in varying degrees in organizational and program matters
Utilizing an extensive knowledge of multiple Directors' jurisdiction, polices, and views
Plans, initiates, and carries to completion secretarial, clerical, and administrative activities
Makes arrangements for conferences including space, time, and place
Informs participants of topics to be discussed and researches and provides them with necessary background information
Serves as recording secretary at departmental meetings or conferences taking official minutes
prepares minutes of meetings in final form for distribution
Researches and develops materials for use in the Chair's speaking engagements
Receives incoming mail and composes responses to inquiries not requiring the Chair's personal attention
Independently drafts and signs letters of acknowledgement, commendation. and notification for the Chair, independently researches and prepares highly technical, confidential. or complex reports for the Chair s review and information
may supervise and train secretarial and clerical employees in carrying out assignments
Keeps the Chair's calendar and arranges various appointments maintains the Chair's itinerary and makes travel and hotel reservations in Accordance with university policy
May take and transcribe dictation or transcribe from dictating equipment
Maintains alphabetical, numerical, and chronological files
Assists with orientation and on boarding of new staff, maintains personnel files to include current Personnel Action Forms, orientation checklists, most recent job descriptions and required department division competency documentation
Assists with preparing. obtaining administrative signatures and filing of employee evaluations/reviews
Maintains accurate and current contact information for all personnel within the department
Assists with departmental policy revisions, as appropriate
Orders and maintains supplies as appropriate for the department
Regular and prompt attendance
Ability to work schedule as Defined and overtime as required
Prepares faculty schedule
Reviews all schedules for completeness
Assists in filling any gaps in schedules
Obtains incomplete information
Completes all mandatory department, educational and hospital requirements
Adheres to current Infection Control and Safety Standards
Related duties as assigned