Department Secretary - PE Urology - USA Health Physicians Group

Overview

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community. USA Health is changing how medical care, education, and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists, and researchers provides the region's most advanced medicine at multiple facilities, campuses, clinics, and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall well-being of our community.
Responsibilities

This is responsible secretarial and administrative work as secretary to multiple clinical departments or programs of broad scope and complexity. An employee in a position allocated to this classification is responsible for performing a variety of secretarial and administrative duties including the Interpretation of routine rules. regulations, and policies to university officials and the public

Preparation of special reports:

performance of special assignments.

Work involves participating in varying degrees in organizational and program matters

Utilizing an extensive knowledge of multiple Directors' jurisdiction, polices, and views.

Work is performed with a considerable amount of independence and Is reviewed upon completion for compliance to applicable rules, policies, regulations, or instructions

Plans, initiates, and carries to completion secretarial, clerical, and administrative activities

Makes arrangements for conferences including space, time, and place

Informs participants of topics to be discussed and researches and provides them with necessary background information

Serves as recording secretary at council and committee meetings or conferences taking official minutes

prepares minutes of meetings in final form for distribution

Researches and develops materials for use in the supervisor's speaking engagements

Receives incoming mail and composes responses to inquiries not requiring the supervisor's personal attention

Independently drafts and signs letters of acknowledgement, commendation. and notification for the supervisor, independently researches and prepares highly technical, confidential. or complex reports for the supervisor s review and information:

may supervise and train secretarial and clerical employees in carrying out assignments

Keeps the supervisor's calendar and arranges various appointments maintains the supervisor's itinerary and makes travel and hotel reservations in Accordance with university policy

May take and transcribe dictation or transcribe from dictating equipment

Maintains alphabetical, numerical, and chronological files

Prepares Personnel Action Forms for multiple departments

Assists with orientation and on boarding of new staff, maintains personnel files to include current

Personnel Action Forms, orientation checklists, most recent job descriptions and required department division competency documentation

Assists with preparing. obtaining administrative signatures and filing of employee evaluations/reviews

Maintains accurate and current contact information for all personnel within the departments of responsibility

Assists with departmental policy revisions, as appropriate

Orders and maintains supplies as appropriate for the departments of responsibility

Maintains phone directory for nursing units and student patient care assistants

Verifies hours per skill mix for productivity reporting. computes staffing needs utilizing established labor standards and nursing care hours per census

Assigns PRN staff and student patient care assistants as needed

Assists with call-in reports

Prepares staffing shift reports

Is an integral member of daily staffing huddles and critical staffing needs weekly meetings

Reviews all schedules for completeness

Assists in filling any gaps in schedules

Obtains incomplete information.

Completes all mandatory department, educational and hospital requirements

Adheres to current Infection Control and Safety Standards

Regular and prompt attendance

Ability to work schedule as defined and overtime as required

Related duties as assigned

Additional Information

Employees must be in a regular position, working 20 hours or more per week (.50 FTE or greater) to qualify for benefits.
Qualifications

High School Diploma or equivalent and 4 years of secretarial experience. Required

Bachelor's Degree will substitute for the required experience. Preferred

Comparable combination of education and experience may substitute for the above requirements.

Equal Employment Opportunity/Affirmative Action Employer

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.