Performs advanced secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, and assists in monitoring departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. Coordinates, trains and checks the work of other clerical staff.
Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand.
Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager's directions.
Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager.
Develops, implements and maintains departmental record-keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files.
Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes.
Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements.
Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.
Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.
Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.
High school diploma or equivalent combination of education and experience. Additional formal clerical and computer training desirable.
Familiarity with secretarial support procedures, usually gained through three or more years of progressively responsible administrative office experience. Thorough knowledge of departmental operations and hospital policies and procedures.
Accurate typing, data entry and transcription skills. Accurate spelling and grammar, proofreading and editing skills. Strong attention to detail. Knowledge of medical terminology for transcription.
Written communication skills to compose letters, memos, minutes and reports.
Able to exercise independent judgment to set work priorities, screen and prioritize calls and visitors appropriately, handle administrative details on behalf of manager, and work with minimal supervision.
Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other organizational personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for frequent interactions with high level contacts inside and outside the organization.
Analytical skills to gather and summarize data from multiple sources, calculate statistical figures, analyze results and draft narrative reports.
Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.
Our Commitment to Diversity and Inclusion
Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.
EOE including disability/veteran