System Secretary - Full Time - Day

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Job ID: 59040
Area of Interest: Clerical
Location: Easton, MD US
Hours of Work: 8:30 5:00
Job Facility: UM Shore Regional Health
Employment Type: Full Time
Shift: DAY
What You Will Do:

  1. Types/transcribes, proofreads, edits, and drafts correspondence, reports, minutes, forms, etc., including confidential information; distributes/sends, as required; collates and assembles reports and documents for Managers that report to the Director of Acute Care and Emergency Services and the Director of Patient Family Centered Care & Patient Advocacy.
  2. Answers telephone; screens and directs calls; provides general information; takes and relays messages, including critical information for Directors and Managers.
  3. Receives, sorts, and distributes mail within the departments; compiles information to assist Directors in handling inquiries.
  4. Greets and directs visitors; answers general inquiries; schedules appointments for Directors and Managers as requested.
  5. Schedules meetings and special events (to include guest speakers); prepares materials, as necessary; makes arrangements for location, refreshments, and audio-visual equipment, as required; distributes notices and agendas.
  6. Attends meetings as assigned to record minutes, types minutes and then distributes to team members.
  7. Registers staff and external customers for education classes, as appropriate.
  8. Coordinates various aspects of classes and programs for the Clinical Nurse Specialists including registration for all inpatient units’ competencies.
  9. Designs and manages the monthly Nursing Newsletter. 
  10. Maintains accounting system for programs such as Safe Sitter, Asthma Camp, and Diabetes Camp; prepares invoices and disbursement for purchases and coordinates travel arrangements for Nurse Managers and Nursing Directors. Registers patients for Diabetic classes. Prepares materials for Diabetic Education and for Patient Education.  
  11. Maintains on-line tables and files to compile information and perform computations for projects, special reports and presentations. Updates and distributes reports as necessary.
  12. Provides back-up for other secretary who manages traveler processes (requests, posting positions, profiles, confirmations, etc.)
  13. Provides back-up for other secretary who maintains license verification records (send reminders, completes tracking process, conducts primary source verification for travel staff).
  14. Completes payroll for PNP staff, Acute Care and Emergency Services Managers, Clinical Specialists, Patient Advocate, Patient and Family Centered Care Project Coordinator, and contracted employees for Nursing Research Council. Provides back-up for other secretary who completes payroll for Clinical Support services staff, all supplemental staff, and Travelers.
  15. Maintains department files, as appropriate for PNP staff, Acute Care and Emergency Services Managers, Clinical Specialists, and Patient Advocate.
  16. Maintains appropriate budgetary records.
  17. Handles invoices, requests and disbursements for purchases.
  18. Operates various office equipment; oversees the care and maintenance of equipment; arranges repairs, as necessary.
  19. Conducts, researches, compiles information, and performs computations for projects, papers, and reports.
  20. Serves as liaison between Directors and Manager and internal and external contacts.
  21. Recommends changes to increase efficiency of department operations.
  22. Maintains Nursing policies, procedures, etc. for departments.
  23. Inventories and orders office supplies; follows up on orders.
  24. Seeks and supports opportunities for professional growth and development.
  25. Assists the Directors and Managers in carrying out their responsibilities and maintains strict confidentiality.
  26. Serves as coach and mentor for less experience colleagues. Trains end-users in Microsoft Outlook, Microsoft Word, Excel including Pivot Tables and other applicable programs utilized by Clinical Nurse Specialists and Nurse Managers.
  27. Offers consistent and visible support to nursing.
  28. Offers support and feedback to peers.  Applies principles of caring and healing in interaction with colleagues and public.
  29. Attends hospital mandatory in-services.
  30. Strives to achieve excellence of service as described in the CARE Manual.
  31. Responds to the following Shore Regional Health emergency codes as appropriate.
  32. Responsible for honest behavior in all matters.  To the best of the employee’s knowledge and understanding, complies with all Federal and State laws and regulations.
  33. Maintains the privacy and security of all confidential and protected health information.  Uses and discloses only that information which is necessary to perform the function of the job.
  34. Performs related duties as assigned.


What You Need to Be Successful:

1.  High school diploma or equivalent. 
2.  Minimum of three years of secretarial experience or equivalent training. 
3.  Demonstrated ability to use technical hardware and software (to include Microsoft Excel, Microsoft Word, and           Microsoft Outlook).  Demonstrated excellent verbal and written communication, interpersonal, organizational               skills. 
4.  Knowledge of medical terminology preferred.


We are an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. 
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