PATHOLOGY SECRETARY - FULL TIME

General Summary:

 The Pathology Secretary is an important support role responsible for providing clerical and administrative assistance within the pathology department. This position involves a variety of tasks ranging from phone and clerical support to coordinating special projects and assisting with laboratory functions. The ideal candidate will be organized, reliable, and adaptable to meet the operational needs of the department.

Principal Duties & Responsibilities:

Example of Essential Duties: 

• Consistently arrives at work on time and adheres to regular work schedule.
• Provide clerical and telephone support to the pathology department, using department-specific software applications.
• Answer phones, manage inquiries, and relay messages to appropriate personnel.
• Assist managers, staff, and external stakeholders with general department information.
• Maintain and organize office supplies and equipment to ensure smooth operations.
• Receive, sort, and deliver mail as needed.
• Prepare and maintain complex documentation, reports, charts, graphs, and spreadsheets as required.
• Create and manage files, databases, and reports related to special projects.
• Develop advanced presentation materials for various department needs.
• Proofread pathology reports to ensure accuracy before distribution.
• Act as a liaison between the department and external groups, facilitating communication and problem resolution.
• Coordinate special projects and ensure timelines are met.
• Provide updates to doctors, advanced practitioners, and administrative teams on consult status and critical cases.
• Manage communication related to pathology consults, second opinions, and additional stains sent to external labs.
• Maintain contact lists for internal and external stakeholders.
• Assist with specimen accessioning and grossing technician support when necessary.
• Prepare and package specimens for shipment to reference laboratories.
• Enter clinical data into the laboratory information system (LIS).
• Ensure proper documentation, labeling, and storage of laboratory materials, including patient blocks and slides.
• Manage delayed case reports and outstanding cases requiring follow-up with providers.
• Request and track time-sensitive materials from external sources for pathology consultation.
• Ensure timely accession of additional materials received from outside facilities for review and second opinions.
• Coordinate and track administrative projects, including the creation and maintenance of relevant files, databases, and reports.
• Support clinical and research activities for a variety of pathology specialties, preparing materials and reports for medical consultative conferences.
• Maintain and update physical and electronic records of all consults and related documentation.
• Demonstrate flexibility to support various laboratory functions based on operational needs.

Other Duties:

• Load and unload staining instrumentation as directed by senior staff.
• Fax pathology reports and information to physician offices and clinics.
• Perform additional job-related tasks as assigned by supervisors, ensuring flexibility and adaptability in the role.

Knowledge, Skills & Abilities:

Required: 

• Demonstrates excellent communication and relationship-building abilities with team members and patients.
• Able to adjust to varying work environments and evolving responsibilities.
• Consistently arrives at work in appropriate/professional attire and completes tasks within established timeframes.
• Seeks additional tasks when primary responsibilities are completed and provides assistance to co-workers as needed.
• Exhibits strong organizational skills and a keen eye for detail to ensure accuracy in all tasks.
• Effectively manages multiple tasks simultaneously and prioritizes workload to meet deadlines.
• Follows clinic’s policies and procedures to ensure smooth and compliant operations.
• Demonstrates flexibility in taking on new or expanded responsibilities as needed.
• Proficient in Word, Excel, and Outlook.
• Comfortable using Google Docs, Sheets, and other Google tools.
• General computer proficiency, including order entry, and a basic understanding of Electronic Medical Records (EMR) systems.

Education: 

High School Diploma or equivalent

Experience:

Minimum of 1-2 years of administrative support experience, demonstrating increasing responsibility and complexity.