Site Secretary

Chapters Health•Orlando, FL

About The Position

The Site Secretary performs administrative and secretarial duties for a Regional Director or assigned director, communicates effectively with staff and external agencies, and may provide concurrent support as a Team Secretary. The role supports business and office functions, customer service, meeting coordination, schedules, office facilities, equipment, supplies, and site communications. The position also requires compliance with company policies, applicable regulations, confidentiality practices, and workplace safety and security requirements.

Requirements

High school diploma; an associate's degree or an equivalent combination of work experience and education.
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.
Strong organization and attention to detail, with 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 verification through the Florida Care Provider Background Screening Clearinghouse after a conditional offer and ongoing eligibility.

Responsibilities

Anticipate needs and provide administrative support for the business and office functions of the Regional Director, Executive Director, or other assigned manager.
Provide customer service to patients and families, staff, and other internal and external customers; ensure concerns and needs are addressed promptly and effectively.
Coordinate, schedule, and set up meetings; prepare agendas; handle and distribute meeting minutes and packets; oversee room setup; maintain equipment inventories and 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 located in the site office, including weekly on-call schedules and receptionist coverage; provide Team Secretary support when needed.
Oversee site facility services; maintain equipment such as copiers, fax machines, printers, phones, and fire extinguishers; order and restock kitchen, office, and medical supplies.
Oversee check-in and check-out of keys, fobs, and parking passes, and coordinate facility issues 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 or services to clients.
Comply with state, federal, and local regulations, company policies and procedures, and standard practices.
Observe company health, safety, and security practices; maintain confidentiality of patients, families, colleagues, and other sensitive company matters.
Use resources responsibly, promote the company through community and professional organizations, and participate in performance improvement activities.
Improve professional knowledge, skills, and electronic media skills; support company research and educational activities; share expertise with coworkers.
Perform other duties as assigned.