Department Secretary - Nutrition & Food Services - Part Time

Facility: Kennestone Hospital

Job Summary:

Department Secretary - Nutrition & Food Services - Part-Time

Responsible for performing all necessary clerical, scheduling, and receptionist duties. Plans, implements and coordinates activities. Ensures that necessary stock, equipment and supplies are purchased and readily available in order that all services can be administered through the department.  Able to perform a variety of clerical duties while maintaining information of a confidential nature. Demonstrates excellent computer, phone and customer service skills. Supports leaders at the Manager, Assistant Manager, and Supervisor levels.

Core Responsibilities and Essential Functions:

Communication Development and Production:
* Prepares correspondence and communications material.
* Uses word and data processing software to complete necessary correspondences, database entries, and generates reports.
* Assists in editing plans and documents.
* Responds to e-mails and phone calls promptly and professionally.
* Collects vendor or financial data for a project, report or database.
* Researches and collects information to answer staff or customer questions to resolve problems.
* Manages follow-up communication on issues and provides reminders.
* Attends monthly management / staff meetings and records / distributes minutes.

Office Administration:
* Orders, tracks, and distributes office supplies and collateral. Maintains inventory.
* Reviews and processes expense reports, invoices, reimbursements and check requests for leadership and staff.
* Enters and tracks PO requisitions.
* Tracks expenses and department funds and spending.
* Requests and facilitates property management / cleaning support for the department suite.
* Arranges and schedules meetings, conferences and events for individual employees or groups in the Manager / Assistant Manager or Supervisor levels within the department.
* Accepts bookings from other departments for hospital conference rooms.
* Maintains accurate booking schedule and updates shared electronic calendars with changes.
* Coordinates meeting spaces and arrangements.

Operations:
* Greets and works with visitors and callers to determine how to best assist them.
* Answers questions, pages department members and transfers calls to extensions or voicemail systems.
* Oversees office operations and ensures office activities comply with policies and procedures.
* Accepts and organizes deliveries, sorts and distributes incoming mail.

Performs other duties as assigned.
Complies with all Wellstar Health System policies, standards of work, and code of conduct.

Required Minimum Education:  HS Diploma or equivalent required.
Required Minimum Experience: Experience with data entry, word processing and PC use highly desirable. Experience in healthcare and / or foodservice setting highly preferred.

Required Minimum Skills: 

Ability to type 35wpm with high degree of accuracy.

Possess good organizational and communication skills.

Ability to effectively communicate over phone, in person and in writing.

Able to create and maintain effective and positive working relationships with others. Ability to read, interpret, and apply hospital and department policies and procedures.