Executive Secretary

Employment Type:

Full time

Shift:

Description:

Provides administrative and secretarial support with wide latitude for exercising discretion and judgment. Works independently to set priorities for duties delegated by Department Administrator. Supports the Department Chair, Department Administrator, and faculty to efficiently and effectively carry out activities to maintain a high performing department.

Exceptional skills are required in the following areas: multitasking in a fast-paced environment, organization, time management, office coordination, problem solving, project development and communication with geographically diverse groups of collaborators.

ADMINISTRATIVE SUPPORT: Answers and screens phone calls, takes messages and makes appropriate referrals.

May review executive's email. Attends meetings as requested, transcribes and distributes meeting minutes. Maintains executive's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements.

Brings pertinent dates to executive's attention, prepares and/or provides necessary documents for use in meetings. Performs data entry. Drafts documents related to Provider Administration as directed by the Department Administrator and Chair.

COMMUNICATION: Composes effective correspondences, announcements, training materials, and other written materials. Compiles data to prepare reports.

AD HOC PROJECTS & EVENT PLANNING: Completes various projects as needed or as directed by Department Administrator by proficiently researching and gathering information from internal, external, and internet sources.

Summarizes and compiles findings in written reports, spreadsheets, graphs or other appropriate format. Effectively utilizes a variety of resources to plan and execute both on-site and off-site event planning.

RECORD KEEPING: Creates and maintains accurate filing system and records of departmental activities/projects.

BUDGET, INVENTORIES & EQUIPMENT: Ensures department expenses are charged appropriately.

Determines if expenses are within policy and refers questionable items to Department Administrator. Assists with preparation of check requisitions, purchase requisitions, and expense reports. Assists with tracking of professional development expenses. Orders office supplies and arranges for maintenance of office equipment and facilities to ensure proper working order and smooth operation of department.

TRAINING/MENTORING: Acts as a mentor and trainer to junior level support staff.

ADDITIONAL: Serves as back-up support to Radiology secretarial colleagues. Additional duties as delegated by Department Administrator.

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do.

Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve.

Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.