Memorial Care Children's & Women's Hospital Long Beach Job - 31410104 | CareerArc
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Company: Memorial Care Children's & Women's Hospital Long Beach
Location: Long Beach, CA
Career Level: Entry Level
Industries: Hospitals, Health Care

Description

The Department Secretary is responsible for administrative and programmatic support for the congenital cardiac programs. Duties include functioning as clerical, administrative, scheduling, secretarial and all-round go to person in support of the pediatric and adult congenital programs. Has the ability to exercise independent judgement, professionalism and discretion in such responsibilities as receiving phone calls and visitors, maintaining confidential files and record systems, preparation of regular memos, reports, and routine correspondence. May support more than one Director/Manager/Medical Director while prioritizing workflow regularly with input from all constituents


Essential Job Outcomes & Functions

  • Schedules appointments and coordinates arrangements for meetings, including meeting minutes as assigned. Performs all department correspondence to include patient communication. Performs editing and proofreading functions from rough copies. Processes and files all completed work for designated personnel to maintain timely communication and current files.
  • Coordinates designated schedules to ensure attendance at meetings and timely execution of professional obligations. Schedules meeting rooms for unit needs.
  • Provides administrative/secretarial support to directors, Medical Directors, managers, educators, CNS, committee chairs, planners and coordinators as requested.
  • Compiles monthly reports as requested. Assists with organizing special events when required. Assists with orientation of residents and new medical students for MHVI and congenital cardiac rotations
  • Provides administrative/secretarial support to directors, Medical Directors, managers, educators, CNS, committee chairs, planners and coordinators as requested
  • Compiles monthly reports as requested. Assists with organizing special events when required. Assists with orientation of residents and new medical students for MHVI and congenital cardiac rotations
  • Orders office supplies and unit-based specialty supplies as needed. Checks out AV equipment as needed. Initiates and processes work orders for Engineering, telecommunications, IT, EVS, equipment repair, and other disciplines.
  • Accurately prepares correspondence and reports utilizing required computer systems. Ensure prompt handling of all telephone calls and telephone requests and the accurate recording of information to allow for appropriate staff response to requests. Ability to manage a variety of record keeping systems for organizational effectiveness.
  • Collects and distributes mail in a timely manner, and in accordance with established department procedures.
  • Establishes and maintains courteous, cooperative relations when interfacing with other services within the Medical Center, all personnel, MD's, patients and the public. Offers to assist others when work is completed without being prompted.
  • Performs other duties as assigned.


Qualifications

Education

  • Associate degree required, Bachelors degree preferred. (equivalent and demonstrated experience as an administrative or executive assistant will be considered).
  • Current certification for Basic Cardiac Life Support (BCLS)


Experience

  • Minimum of 1 year of clerical or secretarial experience required. Exceptional typing skills with a minimum of 60+ words per minute.
  • Excellent computer skills in a Microsoft Windows environment including Word, Excel, Outlook, Publisher and PowerPoint.
  • Working knowledge of medical terminology preferred. Able to work without direct supervision.


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