Healthcare Admin Secretary

Fresenius - Killeen, TX

Full-time

Killeen, TX

Ambulatory Health Care Services

About the position

The Healthcare Admin Secretary at Fresenius plays a crucial role in providing secretarial and administrative support of a confidential nature. This position is designed to relieve management of clerical, administrative, and business details, allowing them to focus on higher-level tasks. The secretary will perform standard administrative functions, which include screening telephone calls, opening mail, scheduling appointments, and maintaining the calendar. Additionally, the role involves setting up the office filing system and coordinating meetings, ensuring that all necessary arrangements are made efficiently. Under general supervision, the Healthcare Admin Secretary will provide a broad range of secretarial and administrative support, which may include handling sensitive information. The responsibilities include executing complex secretarial assignments, maintaining official department filing systems, managing records, and databases. The secretary will also prepare memos, correspondence, agendas, minutes, and policy explanations, ensuring that all documentation is accurate and timely. The role requires the collection, compilation, and analysis of information as required by managers, assisting in department reporting requirements and form completion. The secretary will also be responsible for assembling budgets, tracking budget expenses and variances, and managing invoicing processes. Standard administrative functions such as organizing travel arrangements and completing expense reports are also part of the job. The secretary will interface with various levels of management across organizations and with external customers, serving as a point of contact for other departments such as IT, HR, and facilities. Additional responsibilities may include focusing on specific departments or locations as needed, with other duties assigned by the direct supervisor.

Responsibilities

• Executes secretarial and administrative assignments of a complex and confidential nature.
• Relieves management of clerical work, administrative, and business detail as necessary.
• Sets up and maintains official department filing system, records management, and databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Collects, compiles, and analyzes information as required by manager(s).
• Assists in department reporting requirements and form completion.
• Assembles budgets and tracks budget expenses and variances.
• Pays and tracks invoicing.
• Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments, and maintaining the calendar.
• Coordinates meetings (internal or external).
• Organizes travel arrangements and completes expense reports.
• Interfaces with various levels of management across organizations and with external customers.
• May serve as a point of contact for other departments such as IT, HR, building and facilities.
• Assists with various projects as assigned by direct supervisor.

Requirements

• High School Diploma required, some specialized secretarial training preferred.
• Minimum 1 - 2 years of related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning and analytical skills.
• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, and database programs.
• Proficient in organizational operations & procedures.
• Experience handling incoming phone calls; remains professional at all times; front office etiquette.