Secretary, Department

At Orlando Health, we are ordinary people with extraordinary individuality, working together to bring help, healing and hope to those we serve. By daily embodying our over 100-year legacy, we reinforce our reputation as a trusted and respected healthcare organization that delivers professional and compassionate care to our patients, families and communities. Through our award-winning hospitals and ERs, specialty institutes, urgent care centers, primary care practices and outpatient facilities, our 27,000+ team members serve communities that span Florida’s east to west coasts.

Benefits & Perks

• All-inclusive benefits starting day one
• Student loan repayment
• Tuition reimbursement
• FREE college education programs
• Retirement savings
• Paid paternity leave
• Fertility benefits
• Backup elder and childcare
• Pet insurance
• Paid time off and holidays

Forbes has named Orlando Health as one of America's Best-In-State Employers for 2024, recognizing it as the top healthcare organization in the Metro Orlando area. Orlando Health has also been selected as one of the “Best Places to Work in Healthcare” by Modern Healthcare.

About the Role

The Department Secretary performs diverse secretarial and/or administrative duties for a large department or professional group. This role supports management personnel in the overall operation of a large department or service area through a variety of administrative, secretarial, and clerical duties. Comfortable working with multiple priorities and projects in a fast-paced environment, this position requires strong interprofessional and communication skills, as well as a keen attention to detail.

Responsibilities

• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
• Proficient in accessing and utilizing computer management programs, including Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members.
• Prepares charts, graphs, etc. for presentations.
• Schedules appointments for managers and manages department calendars.
• Maintains and orders both unit and office supplies and forms, being mindful of the departmental budget limits.
• Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other needs.
• Monitors and assists with time and attendance through KRONOS (or timekeeping system).
• Assists others in resolving issues presented by callers and/or visitors, effectively referring to the appropriate person for follow-up. Acts as a role model by demonstrating effective communication.
• Problem solves and screens phone calls, requests, and concerns.
• Receives and distributes mail/faxes/electronic notifications.
• Arranges for the accurate and timely payment of departmental invoices and other disbursements.
• Assists in making appointments for patients.
• Maintains departmental files and adheres to file maintenance and records retention schedules.
• Organizes meetings, including preparing reports or documents, distributing materials, recording, and transcribing minutes in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary.
• Tracks progress of special projects.
• Performs routine problem solving.
• Uses discretion when working with confidential information.
• Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility.
• May have limited access to areas storing medications.
• Manages time autonomously, follows through on assignments, and meets deadlines.
• Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
• Maintains compliance with all Orlando Health policies and procedures.
• Maintains established departmental policies and procedures.
• Prioritizes workload to manage multiple priorities.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs all other duties as assigned.

Requirements

• High School diploma or equivalent.
• Working knowledge of word processing, spreadsheet, presentation, and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).
• Two years of clerical or secretarial experience.

Qualifications

• Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred.