Secretary

Candidate will be supporting Chief of the Division

Will be supporting administrative tasks and patients.

Performs duties requiring advanced level secretarial and administrative support skills to assist the head of a division or corporate function. Assists executives by relieving them of details and administrative duties. Work is of a confidential nature requiring a broad understanding of UMMHC policies and practices; requires expediting critical matters and effectively interfacing with all levels. May coordinate the work of secretarial and clerical staff.

1. Performs the following lead duties to coordinate activities and assigned personnel :

a) Plays a lead role in implementing new or revised systems and procedures. Performs basic troubleshooting and provides feedback on process improvements.

b) Orients new employees, trains employees in new procedures and provides on-going instruction as appropriate.

c) Relays work instructions provided by supervisor.

d) Schedules, distributes and monitors the flow of work for assigned group of employees.

e) Provides recommendations to manager or supervisor for the most efficient utilization of assigned personnel.

f) Provides information regarding employee job performance to supervisor.

g) Assists in ensuring that employees are provided with appropriate resources and methods.

h) Reports employee problems or unusual occurrences to the supervisor.

2. Produces correspondence, memos and reports from dictation, drafts, models, etc. Proof reads / edits material for appropriate grammar, spelling and format and style. Prepares high quality presentation graphics (using Power-Point or similar applications software).

3. Composes, or selects standard form letters for supervisor s response to routine inquiries.

4. Arranges meetings and activities for supervisor for the most efficient use of available time. Makes travel arrangements for extended trips and groups.

5. Coordinates large, complex internal and external meetings. May attend meetings in capacity of recording secretary. Prepares and distributes agenda.

6. Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of supervisor and associated staff.

7. Receives phone calls and messages, provides information on procedures and standard policies of the department or function to customers, refers matters to appropriate person within department.

8. Provides assistance with administrative processes associated with the department or function.

9. Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc. Follows-up for timely completion of processes.

10. Provides guidance to departmental personnel in UMMHC administrative policies and procedures.

11. Assists in the preparation of, and maintains the departmental operating budget report and supporting documentation.

12. Assists with special projects. Gathers variety of documents files and records from sources within and outside of the department, incorporates statistical or financial data requiring basic interpretation. Prepares reports using statistical or financial tables, using established formats, graphs and charts.

13. Sets up and maintains confidential, sensitive files and records for multiple functions, ensuring efficient retrieval of information.

14. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.

15. Ensures basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.

16. May schedule work, and provide basic direction to temporary help or clerical and secretarial staff.

17. Performs miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail. Records and relays phone messages.

18. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.

II. Position Qualifications :

License / Certification / Education :

Required :

1. Associates Degree in Secretarial Science or equivalent.

Experience / Skills :

Required :

1. 3-5 years of secretarial / administrative support experience.

2. Software used : Word processing, spreadsheet, presentation graphics, database.

3. Additional applications software such as for project management, scheduling, budgetary control, etc. may also be used.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

III. Physical Demands and Environmental Conditions :

Work is considered sedentary. Position requires work indoors in a normal office environment.

For additional details regarding submission eligibility and payment terms, please refer to your contract. Only submissions from agencies with current service contracts in place will be considered.