Department Secretary - PE Urology - USA Health Physicians Group

USA Health•Mobile, AL

7d•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.

Requirements

High School Diploma or equivalent
4 years of secretarial experience

Nice To Haves

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

Responsibilities

Performing a variety of secretarial and administrative duties including the interpretation of routine rules, regulations, and policies to university officials and the public.
Preparation of special reports and performance of special assignments.
Participating in organizational and program matters utilizing an extensive knowledge of multiple Directors' jurisdiction, policies, and views.
Planning, initiating, and completing secretarial, clerical, and administrative activities.
Making arrangements for conferences including space, time, and place, and informing participants of topics to be discussed and researching and providing necessary background information.
Serving as recording secretary at council and committee meetings or conferences, taking official minutes and preparing minutes of meetings in final form for distribution.
Researching and developing materials for use in the supervisor's speaking engagements.
Receiving incoming mail and composing responses to inquiries not requiring the supervisor's personal attention.
Independently drafting and signing letters of acknowledgement, commendation, and notification for the supervisor.
Independently researching and preparing highly technical, confidential, or complex reports for the supervisor's review and information.
Supervising and training secretarial and clerical employees in carrying out assignments.
Keeping the supervisor's calendar and arranging various appointments, maintaining the supervisor's itinerary and making travel and hotel reservations in accordance with university policy.
Taking and transcribing dictation or transcribing from dictating equipment.
Maintaining alphabetical, numerical, and chronological files.
Preparing Personnel Action Forms for multiple departments.
Assisting with orientation and on-boarding of new staff, maintaining personnel files to include current Personnel Action Forms, orientation checklists, most recent job descriptions and required department division competency documentation.
Assisting with preparing, obtaining administrative signatures and filing of employee evaluations/reviews.
Maintaining accurate and current contact information for all personnel within the departments of responsibility.
Assisting with departmental policy revisions, as appropriate.
Ordering and maintaining supplies as appropriate for the departments of responsibility.
Maintaining phone directory for nursing units and student patient care assistants.
Verifying hours per skill mix for productivity reporting, computing staffing needs utilizing established labor standards and nursing care hours per census.
Assigning PRN staff and student patient care assistants as needed.
Assisting with call-in reports.
Preparing staffing shift reports.
Being an integral member of daily staffing huddles and critical staffing needs weekly meetings.
Reviewing all schedules for completeness.
Assisting in filling any gaps in schedules.
Obtaining incomplete information.
Completing all mandatory department, educational and hospital requirements.
Adhering to current Infection Control and Safety Standards.
Regular and prompt attendance.
Ability to work schedule as defined and overtime as required.
Related duties as assigned.