Department Secretary - PE Family Medicine-Clinical Service - USA Health Physicians Group

Responsibilities

• Interpretation of routine rules, regulations, and policies to university officials and the public
• Preparation of special reports
• Performance of special assignments
• Participating in organizational and program matters
• Carrying out secretarial, clerical, and administrative activities
• Arranging for conferences including space, time, and place
• Informing participants of topics to be discussed and researching necessary background information
• Serving as recording secretary at council and committee meetings or conferences, taking official minutes
• Preparing minutes of meetings in final form for distribution
• Developing materials for use in supervisor’s speaking engagements
• Receiving incoming mail and composing responses to inquiries not requiring the supervisor's personal attention
• Drafting and signing letters of acknowledgment, commendation, and notification for the supervisor
• Researching and preparing highly technical, confidential, or complex reports for the supervisor’s review and information
• Maintaining alphabetical, numerical, and chronological files
• Preparing Personnel Action Forms for multiple departments
• Aiding in orientation and onboarding of new staff, maintaining personnel files
• Assisting with preparation, obtaining administrative signatures, and filing of employee evaluations/reviews
• Maintaining accurate and current contact information for all personnel within the departments of responsibility
• Aiding in departmental policy revisions, as appropriate
• Ordering and maintaining supplies as appropriate for the departments of responsibility
• Regular and prompt attendance
• Ability to work schedule as defined and overtime as required

Qualifications

• High School Diploma or equivalent and 4 years secretarial experience
• Bachelor's Degree will substitute for the required experience
• Comparable combination of education and experience may substitute for the above requirements