Executive Secretary

JOB SUMMARY

Executive Medical Secretary would perform responsible and confidential Administrative and Secretarial duties for a Business Unit Medical Director with comparable organizational status.  She will be responsible for the supervision of all work units and administrative support staff as required. 

MAJOR DUTIES & RESPONSIBILITIES

• Ensures through her actions, either directly or indirectly, that a superior quality of medical treatment, compassion and understanding is given to every patient served at the NMC Hospitals and Clinics.

• Perform Administrative and Secretarial duties. Prepare letters, a portion or all of which may be composed or complied on the basis of personal knowledge of the subject matter.  As instructed or in accordance with precedent, direct mail to other staff members for their action. 

• Arrange for and schedule appointments for the Executive Directors, including interviewing callers and making proper referrals; prepare material and make arrangements for meetings as required.

• Study reports received, check and compare with previous reports or other data, and bring to the attention of the Medical Director for significant items, changes, errors or omissions.

• Maintain for the executive up to date management manuals, directives, organizational charts and keep the executive informed of changes. 

• Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.

• Take and transcribe dictation, type and maintain office records.  Answer telephone and reply to questions in accordance with general instructions or refer calls to appropriate staff member.

• It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is determined by its use in the organizational structure.

• Assists in departmental budget preparation by gathering data required for budget projections, performing routine mathematical calculations such as percentages and types budget document.  Maintains records of subsequent budgetary expenditures.

• Performs purchasing tasks for the department by contacting vendors, preparing and typing requisitions, approving invoices for payment and maintaining records of purchases.

• Prepares special and recurring reports for Business Unit Medical Director by gathering data from various sources/departments and typing information in appropriating reporting format.

• Answers general inquiries from the public and other department Executives and staff regarding departmental polices, practice and procedures.

• Maintain departmental petty cash records and may review, record and deposit checks and other payments received by the department and report to the Business Unit Medical Director.

• Maintains a variety of logs and files related to budgets, accounts payable, purchasing and payroll for department. 

• Performs personnel tasks for the department such as maintaining personnel files of each staff and the Directors under the Business Unit Medical Director.

• May exercise administrative supervision over staff by coordinating work assignments.  Schedules use of meeting rooms and other office space for use by the public, attorneys and other hospital/departmental staff.

• Performs other applicable tasks and duties assigned within the realm of the employee's knowledge, skills and abilities. 

QUALIFICATIONS:

Education

• Required

Diploma in Secretarial studies or equivalent.

2-year program with some word processing and personal computer training.

• Desirable

University Degree in Administration.

Experience

• Required

Five (05) years of responsible secretarial experience; or an acceptable equivalent combination and experience.

Good knowledge of Hospital operations and specifically of the assigned department.

SPECIAL REQUIREMENTS / SKILLS:

• Should type error-free approximately 70 wpm.
• Requires skill in transcribing or taking notes of minutes of meetings.
• Ability to read and interpret documents such as governmental regulations, legal documents, operating instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with the public and employees of the organization.
• Requires good knowledge of the English language and spelling.
• Basic Knowledge of Medical Terminology.
• Effective communication organizational and administrative skills.