Department Secretary - #337525

Eisenhower Health

Date: 07/22/2021 14:30 PM

City: Rancho Mirage, California

Contract type: Full Time

Work schedule: Full Day

  • Job Objective: A brief overview of the position
      The position is responsible for assisting in administrative operations as directed by the Director; provides various clerical, administrative, and general office support involving word processing, creating of forms, report preparation, record and file maintenance, scheduling of meetings, mail distribution and telephone reception to those areas reporting to the Director
  • Reports to
    • ICU Director
  • Supervises
    • N/A

  • Ages of Patients
    • N/A
  • Blood Borne Pathogens
    • Minimal/ No Potential
  • Qualifications
      • Preferred: Business/secretarial course
      • N/A
      • Preferred: 2 years recent secretarial experience in comparable position
  • Essential Responsibilities
    • Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations
    • Maintains organized office space. Filing system is maintained for easy retrieval of information
    • Performs clerical duties for the ICU Director, Telemetry directors, Medical staff and Nursing staff. Composes own memos and correspondence from general instruction
    • Does word processing and assists in creation of forms and flyers for the department
    • Maintains calendars for ICU Director. Changes in schedule are relayed to all concerned in a timely manner
    • Records and transcribes minutes as required. Arranges meeting dates, times and locations. Prepares meeting notifications and meeting packets. Requests food service as appropriate
    • Revises and prepares new policies and procedures for department manuals. Distributes updates in a timely manner to all appropriate areas
    • Prepares staff annual and probationary evaluation packets for all reporting areas
    • Maintains employee files for department (PAF changes, terminations, counseling’s, LOA’s, education, etc.). Maintains confidentiality of information handled. Forwards originals to Human Resources
    • Tracks and maintains all certifications and licenses for reporting areas. Notifies staff of upcoming license/certification renewal date. Upon receipt, forwards copies to Human Resources and Education Department
    • Maintains department specific reports for ICU Director
    • Tracks past due evaluations and health screens, and notifies employee monthly of upcoming outdates
    • Schedules and coordinates interviews; prepares interview packets and arranges meeting space
    • Picks up, sorts and distributes mail for department. Opens and distributes mail for ICU Director, with redistribution of reports and memos to all staff as indicated
    • Obtains signatures and processes requests (capital equipment requisitions, purchase orders, check requests, PTO requests, education and travel requests, etc.)
    • Collects all mandatory employee compliance packets and coordinates with Education to record to employee file
    • Orders supplies as necessary for the administrative offices
    • Demonstrates priority setting and decision making skills to assure that all assignments/projects are completed within required timeframes
    • Demonstrates computer software knowledge pertinent to individual department. Develops proficiency in use of software as needed for performance of departmental tasks
    • Complies with departmental plan to meet budget goals
    • Performs other duties as assigned.

Location: Eisenhower Health · Intensive Care Units

Schedule: Full Time, Day, 8 Hour Shift

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