Department Secretary -Family Medicine

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community.

USA Health is changing how medical care, education and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists and researchers provide the region's most advanced medicine at multiple facilities, campuses, clinics and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall wellbeing of our community.

This is responsible secretarial and administrative work as secretary to multiple clinical departments or programs of broad scope and complexity. An employee in a position allocated to this classification is responsible for performing a variety of secretarial and administrative duties including the interpretation of routine rules. regulations, and policies to university officials and the public; preparation of special reports: performance of special assignments. Work involves participating in varying degrees in organizational and program matters utilizing an extensive knowledge of multiple Directors' jurisdiction, polices, and views. Work is performed with a considerable amount of independence and is reviewed upon completion for compliance to applicable rules, policies, regulations, or instructions; plans, initiates, and carries to completion secretarial, clerical, and administrative activities; makes arrangements for conferences including space, time, and place; informs participants of topics to be discussed and researches and provides them with necessary background information; serves as recording secretary at council and committee meetings or conferences taking official minutes; prepares minutes of meetings in final form for distribution; researches and develops materials for use in the supervisor’s speaking engagements; receives incoming mail and composes responses to inquiries not requiring the supervisor’s personal attention; independently drafts and signs letters of acknowledgement, commendation. and notification for the supervisor, independently researches and prepares highly technical, confidential. or complex reports for the supervisor s review and information: may supervise and train secretarial and clerical employees in carrying out assignments; keeps the supervisor’s calendar and arranges various appointments maintains the supervisor’s itinerary and makes travel and hotel reservations in accordance with university policy; may take and transcribe dictation or transcribe from dictating equipment; maintains alphabetical, numerical, and chronological files; prepares Personnel Action Forms for multiple departments; assists with orientation and onboarding of new staff, maintains personnel files to include current Personnel Action Forms, orientation checklists, most recent job descriptions and required department division competency documentation; assists with preparing. obtaining administrative signatures and filing of employee evaluations/reviews; maintains accurate and current contact information for all personnel within the departments of responsibility; assists with departmental policy revisions, as appropriate; orders and maintains supplies as appropriate for the departments of responsibility; regular and prompt attendance; ability to work schedule as defined and overtime as required; performs related duties as required.
Staffing Clerk Specific Duties:
Maintains phone directory for nursing units and student patient care assistants; verifies hours per skill mix for productivity reporting. computes staffing needs utilizing established labor standards and nursing care hours per census; assigns PRN staff and student patient care assistants as needed; assists with call-in reports; prepares staffing shift reports; is an integral member of daily staffing huddles and critical staffing needs weekly meetings; reviews all schedules for completeness; assists in filling any gaps in schedules; obtains incomplete information.

High school diploma or equivalent and four years of secretarial experience. Bachelors degree will substitute for the required experience.

USA Health is an EO/AA employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally-protected basis.