Site Secretary

Chapters Health System•Orlando, FL

6d•$20 - $30

About The Position

The Site Secretary is responsible for administrative and secretarial duties for the Regional Director or an assigned director, and communicates effectively with staff and external agencies. The role may also provide concurrent support as a Team Secretary. The Site Secretary supports business and office functions, customer service, meeting coordination, schedules, site facilities, equipment, supplies, and vendor and landlord relationships. The position requires consent to drug and/or alcohol testing after a conditional offer of employment and ongoing compliance with the Drug-Free Workplace Policy. Employees performing services for Florida affiliates are subject to eligibility screening through the Florida Care Provider Background Screening Clearinghouse after a conditional offer and ongoing eligibility verification.

Requirements

High school diploma; an associate’s degree or an equivalent combination of work experience and education is also accepted.
At least three years of general office experience.
Well-developed organizational and computer skills, including work experience with Word and Excel.
Well-developed written and verbal communication and employee relations skills.
Highly organized, with attention to detail and a high degree of accuracy.
Ability to effectively manage multiple tasks simultaneously.
Ability to handle the stress of multiple priorities.
Satisfactory completion of competency requirements for the position.
Consent to drug and/or alcohol testing after a conditional offer of employment and ongoing compliance with the Drug-Free Workplace Policy.
For employees performing services for Florida affiliates: eligibility screening after a conditional offer of employment and ongoing eligibility through the Florida Care Provider Background Screening Clearinghouse.

Responsibilities

Anticipate needs and provide administrative support for the business and office functions of the Regional Director, Executive Director, or other assigned manager.
Handle customer service for patients and families, staff, and other internal and external customers; ensure concerns and needs are addressed in a timely and effective manner.
Coordinate, schedule, and prepare for meetings; prepare agendas; handle and distribute meeting minutes and packets; oversee room setup; maintain equipment inventories and oversee equipment sign-out.
Prepare and process spreadsheets and graphics to compile and tabulate data using multiple software programs; assist with forms, reports, correspondence, and presentations.
Prepare and coordinate the on-call schedule for the assigned discipline and coordinate site receptionist coverage.
Oversee Team Secretaries in the site office, including weekly on-call schedules and receptionist coverage; provide Team Secretary support when needed.
Oversee services at site facilities; maintain equipment such as copiers, fax machines, printers, phones, and fire extinguishers; order and restock kitchen, office, medical, and other supplies.
Oversee check-in and check-out of keys, fobs, and parking passes.
Coordinate facility functions and issues in collaboration with the Facilities Manager.
Oversee the biohazard manifest logbook, maintain biohazard waste supplies, and serve as the contact person for contracted labs.
Create and maintain landlord and vendor relationships, with Facilities’ approval.
Create and update communication boards.
Represent the Company professionally and provide care and services to clients.
Comply with applicable government regulations, Company policies and practices, and health, safety, and security practices; maintain a strong position against fraud and abuse.
Maintain confidentiality of patients, families, colleagues, and other sensitive Company matters.
Use resources in a fiscally responsible manner; promote the Company through community and professional organizations.
Participate proactively in performance improvement, professional development, Company research and educational activities, and Quality Assessment and Performance Improvement activities as appropriate.
Advance electronic media skills and share expertise with coworkers.
Complete competency requirements for the position satisfactorily.
Perform other duties as assigned.