Executive Secretary, ObGyn, Full time, First Shift

About the Role

UC Health is seeking a full-time Executive Secretary to provide support to the departmental Vice President and management team within the ObGyn department. This role involves performing secretarial duties to support the operations of the department.

Responsibilities

• SVP/Directors Support (60%)
  • Coordinates leadership meetings, prepares agendas, attends meetings, and takes minutes.
  • Coordinates other meetings as needed, following criteria set by the meeting sponsor and providing tools for success.
• Department Support (20%)
  • Coordinates needs for all departmental equipment.
  • Manages conference room calendars.
  • Maintains the storeroom with sufficient stock and replenishes as needed.
  • Collects orders from contacts and places orders in a timely manner to maintain stock.
  • Develops, provides, and maintains all surveys as assigned.
  • Coordinates reporting on survey data with staff as needed.
  • Maintains proficiency in desktop applications (Microsoft Office) to support organizational needs.
  • Uses independent judgment to create forms and tools to enhance end results.
  • Manages the Travel Authorization process, including assisting with form completion, obtaining signatures, and processing check requests or credit card payments.
  • Assists in toner replacement for printers and copiers and places calls for copier repairs.
  • Prepares drafts of memos, letters, and departmental communications.
  • Maintains employee contact information.
• Department Organizational Support (10%)
  • Maintains and updates organizational charts.
  • Works with managers to complete forms for new hires and terminated associates.
  • Updates forms for new hire packets, exit packets, and travel authorization packets.
  • Provides miscellaneous project support as needed.
  • Provides weekly status reports to the Business Office Manager.
• Other Duties as Assigned (10%)

Requirements

• Minimum two years of experience in database management with proficiency in Excel, Word, and PowerPoint.
• Personal computer proficiency and two years of word processing experience.
• Proficiency in Microsoft Office software (Excel, Word, PowerPoint) and knowledge of Access.
• Experience with project processes and planning preferred.
• Proven track record of problem-solving skills with positive outcomes.
• Excellent communication and customer service skills.

Qualifications

• Preferred: Associate Degree and/or education in a related field.
• Minimum: Two years of relevant experience.

Location

West Chester, OH, United States