Secretary III Administrative Secretary - Pediatrics

About This Role

This administrative secretary role supports the Pediatrics department by performing a wide variety of secretarial and administrative duties. The successful candidate will maintain department accounts, coordinate activities, prepare correspondence and reports, and manage computing resources, serving as a liaison with other departments.

Responsibilities

• Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and programmatic support functions
• Relieve department head of administrative work and provide assistance in resolving operational and administrative problems
• Interact with staff members to update project documentation as necessary
• Create and maintain various databases
• Compile, prepare and enter into a computer from various sources, including accounting, statistical and related documents
• Create and maintain computer-based tracking information and reports including assigned database, records and list
• Create standard statistical spreadsheets
• Input corrections and updates
• Maintain calendar of activities
• Coordinate and arrange special events for assigned staff
• Screen and answer phones
• Coordinate activities and meetings with other departments and/or outside agencies
• Coordinate arrangements and set up meeting rooms
• Notify participants
• Prepare and/or assemble meeting materials
• May take minutes
• Create and maintain accurate and up-to-date electronic and hard copy files, records and logs for files
• Develop, prepare and monitor various log, accounts, and files for current and accurate information including manual and computer logs other specialized or technical documents processed
• Organize and maintain office and specialized files in accordance with the WUH's records management program
• Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date
• Distribute information, handle incoming and outgoing mail packages and other special shipments
• Coordinate project or program, department computing and software resources, which may include a web page
• Assist in the compilation of reports
• Perform other duties as assigned

Requirements

• High School Diploma or the equivalent required
• Minimum three (3) years of related experience in a secretarial role required
• Strong communication (both oral and written), multitasking, detail-oriented, organizational, customer service, and interpersonal skills