EXECUTIVE SECRETARY (VPN/ADMIN)

POSITION PURPOSE: 

The Executive Secretary is responsible for executing and processing the administrative and clerical duties of the program, also acts as liaison with the general public. This individual provides high leveled administrative support to the VPN/CNO.

POSITION REQUIREMENTS / QUALIFICATIONS:

Education/Experience:    
High School Graduate or GED Equivalency. Minimum of 2 years of college or business school desired, minimum of 3 years of administrative experience.
    
Licensure / Certification:    
Business and computer training, understands medical terminology. CPR Certification from the American Heart Association.
    
Skills / Ability:    
Ability to exercise discretion, diplomacy and sound judgment in resolution of specific administrative tasks. Ability to take and transcribe dictation and minutes at a high rate of accuracy and speed. Word process at 45 and above WPM, knowledge of computer software such as Word, Excel. Effective communication and time management skills; able to navigate multiple responsibilities.


POSITION RESPONSIBILITIES (THIS IS A NON-EXEMPT POSITION)


Administrative duties in support of the VPN/CNO, whose duties are complex and broad in scope both internally and within the community at large.

Demonstrate confidentiality regarding sensitive data and administrative operations.

Work collaboratively with the Executive Secretary and Student/Clinical Programs Coordinator for clinical rotations.

Prepare correspondence for the VPN/CNO and other personnel, review correspondence for VPN/CNO signature, takes and transcribes minutes of meetings within five working days, screen and route telephone calls, deliver messages to appropriate persons and deal independently with routine matters.

Ensure timely posting of manuals, file administrative material and maintain reports control system.

Receive incoming mail and distribute it appropriately. Ensure VPN/CNO is advised of all matters needing attention, maintains VPN/CNO calendar and reminds of appointments.

Update all personnel listings, on call system, supervisory unit lists, telephone lists and roster of dates of employment.

Remind staff of scheduled meetings.

In the capacity of department time keeper, ensure that time records are maintained accurately and according to proper procedures.

Assist in preparation of Quality Improvement Audits.

Coordinate and type grant/correspondence.

Prepare statistical reports using appropriate computer software.

Conduct; maintain inventory and order supplies and forms for the department.

Maintain daily calendar of events for the VPN/CNO.

Prepare monthly statistical reports for Performance Improvement Program.

Type annual updates of policy and procedure manual/s.

Participate in the Nursing Department’s new employee orientation program.

Schedule monthly department committee meeting/s.

Coordinate and maintain nursing education/training records and files.

Coordinate continuing education information and work with VPN/CNO to ensure accuracy in maintaining nursing department personnel files.

Prepare all materials necessary for staff education programs, in addition prepares material for workshops, presentations and meetings.

Special Project assignments as assigned by VPN/CNO.

Reports to work on time and ready to work with minimal absenteeism.

Adheres to Confidentiality Policies and Procedures / HIPAA Regulations.

Other duties as assigned by the VPN/CNO for which qualified to perform.