DEPARTMENT SECRETARY

University of New Mexico Hospital - Albuquerque, NM

Full-time

Albuquerque, NM

Hospitals

About the position

The Department Secretary at the University of New Mexico Hospitals plays a crucial role in providing comprehensive secretarial, clerical, and administrative support to the Intermediate Care Nursery department. This position is essential for ensuring smooth operations within the department by managing various administrative tasks. The secretary will be responsible for answering multiple phone lines, preparing correspondence in final form, receiving visitors, distributing reports, scheduling meetings, maintaining files, and accomplishing special projects as required. The role also involves managing the hospital's confidential information, including employee data, performance management, and ensuring compliance with legal and regulatory standards. It is important to note that this position does not involve any patient care assignments. In this role, the secretary will engage in a variety of contacts outside the department and the hospital to obtain information and arrange meetings. Establishing and maintaining good rapport and effective working relationships with patients, visitors, physicians, and hospital employees is vital. The secretary will operate and maintain various office equipment, manage office supplies, and ensure that all correspondence, records, and documents are properly classified, sorted, and filed. Additionally, the secretary will handle inquiries regarding departmental activities and operations by interpreting policies and procedures. The position requires the preparation and submission of payroll information biweekly, as well as the establishment and maintenance of recordkeeping and filing systems. The secretary will also prepare a variety of administrative reports, statements, and rosters, gathering necessary data and distributing reports as needed. Scheduling meetings, conferences, and interviews, along with maintaining the supervisor's personal schedule, are key responsibilities. The role also includes ordering office supplies and ensuring they are stored properly, performing a wide variety of typing assignments, and enhancing professional growth through participation in educational programs and workshops. Adherence to the core expectations of the Patient Centered Medical Home or Patient Centered Specialty Practice is also required.

Responsibilities

• Accept and screen telephone calls for supervisor and department staff or route calls appropriately
• Engage in a variety of contacts outside the department and the Hospitals to obtain information and arrange meetings
• Establish and maintain good rapport and effective working relationships with patients, visitors, physicians, and Hospitals employees
• Operate and maintain a variety of office equipment; obtain and maintain office equipment supplies
• Classify, sort and file correspondence, records, and other documents
• Answer inquiries concerning activities and operations of the department by referring to and interpreting policies and procedures
• Open, sort, review, and distribute mail and prepare responses to routine inquiries
• Deliver quality service and act positively with all customers to complete assigned functions; identify, recommend, and implement opportunities for continuous improvement
• Prepare and submit time to payroll system biweekly
• Establish, maintain, and revise recordkeeping and filing systems
• Prepare a variety of administrative reports, statements, and rosters; gather data and other necessary information; distribute reports
• Arrange meetings and conferences, schedule interviews and appointments, and perform other duties related to maintaining supervisor's personal schedule
• Order office supplies and place items in proper storage areas
• Perform a wide variety of typing assignments which are often confidential in nature
• Enhance professional growth and development through participation in educational programs, reading current literature, attending in-services, meetings, and workshops
• Adhere to and promote the core expectations of the Patient Centered Medical Home or Patient Centered Specialty Practice as applicable

Requirements

• High School or GED Equivalent
• 3 years of directly related experience or education in computer word processing programs

Nice-to-haves

• Bilingual in English, Spanish, Keres, Tewa, Tiwa, Towa, Zuni, or Navajo