Secretary

West Tennessee Healthcare • White Deer, TX

1d • Onsite

About The Position

Under the general direction of the Executive Director of Supply Chain, the Secretary provides receptionist, filing, clerical, and secretarial support for the Materials Management Department, along with other outlined duties. The role requires professional interaction with sales representatives, hospital visitors (including family and patients), and fellow employees on a routine basis. The employee may be subject to call back and overtime as required by the hospital.

Requirements

• 3 to 5 years business education beyond high school or equivalent vocational certificate or equivalent business experience.
• Ability to read, write, utilize correct grammar, spellings and punctuation, perform basic math, and comprehend written and oral instructions as normally acquired through a high school education including courses in typing, business English and office procedures.
• Three to five years of clerical experience in high volume business setting.
• Knowledge of hospital and department policies and procedures and general purchasing procedures acquired through 3 to 6 months on the job training.
• Proficiency in the use of personal computer and standard office and clerical software.
• Proficiency with Windows based computer applications.
• Ability to type 40 words per minute accurately.
• Operate a calculator, printer, computer terminal, copying machine, fax machine, and other office equipment and other related equipment as acquired through 6-8 weeks of on the job training.
• Must possess and demonstrate the necessary discretion in dealing with confidential information, communication skills, initiative, tact, diplomacy, resourcefulness, and dependability to perform all duties of the position.
• Proficiency with Materials Management and Purchasing Software.

Responsibilities

• Answer all incoming calls for Executive Director of Supply Chain and or Materials direct to the appropriate personnel.
• Manage and direct all vendors within the JMCGH system, including assisting with the education of new vendors regarding hospital policies by ensuring they register with the vendor compliance and tracking software, obtaining copies of pertinent policies if needed, maintaining a log for vendors on one-time visitor badges for clinical cases and appointments with other department personnel, and continuously updating vendor business cards in Contact File in Microsoft Outlook for easy access for all Materials Management personnel.
• Perform duties for the Executive Director, including maintaining an appointment calendar, making travel arrangements and handling travel reimbursements, general communication including recording and distributing minutes of meetings, maintaining a log book for outgoing contracts to General Council's office, and preparation of reports for Executive Director for meetings.
• Order required office supplies and minor equipment.
• Be proficient with materials management and purchasing software systems, including all purchasing functions as directed by the Purchasing Manager or Executive Director.
• Be responsible for the operation of all office equipment, including troubleshooting and processing necessary work orders.
• Perform related responsibilities as required or directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees