Administrative Secretary - Medical 7N

• Provides secretarial support to the Patient Care Directors, Nurse Managers, and ancillary team members.

• Provides secretarial support in a timely and efficient manner
• Completes payroll for Nursing Administration team members in an accurate and timely manner
• Creates letters, reports, minutes, memos, forms, flow charts, etc.
• Ensures professional looking, accurate and grammatically correct finished documents.
• Maintains accurate weekly attendance record.
• Maintains accurate absent/tardy records.
• Organizes/completes assignments independently, efficiently and in a timely manner.
• Attends meetings as needed.
• Takes thorough, concise, accurate notes in meetings with a timely turn around time.
• Transcribes minutes, places in proper format for dissemination.
• Information/documents are filed appropriately for easy retrieval.
• Maintains manuals
• Types job descriptions.
• Makes travel/conference arrangements for team members.
• Schedules meetings.
• Is the liaison person between nursing and ancillary departments. Does tasks such as ensure maintenance requests have been completed, assists in finding lost belongings and other duties as requested.
• Schedules and maintains calendar of appointments, meetings, travel itineraries, and coordinates related arrangements.
• Scheduled process runs smoothly, all feel well informed, and are not surprised by developments unknown to them.
• Communicates effectively with other secretarial support team members regularly.

• Prioritizes and completes assignments independently and in a timely manner.
  
  
  
  • Establishes priorities to ensure timely completion of reports and miscellaneous projects.
  • Anticipates workload.
  • Flexibility allowed to accommodate changing priorities.
  • Work is completed accurately, timely. Rework is minimal.
  • Routinely generates reports and distribute appropriately.
  • Develops processes that improve workflow and effective communication.
  • Proactively anticipates needs, both defined and undefined.
  
  
  
  

• Maintains skills and current knowledge of secretarial processes and equipment to meet the needs of the position.

• Must be self-motivated toward continued professional growth and development.
• Continually strives to maintain expertise in secretarial processes and equipment to enable enhancement with assignments.
• Key operator for copy machine.
• Able to troubleshoot smaller problems with office machines before repair service is required.
• Requires minimal direction on routine and non-routine tasks.
• Stays abreast of changes/innovation in software or functions of the systems, using them to the highest advantage.
• Develops new skills that will improve the quality and efficiency of job duties.
• Efficiently conducts library and internet searches as directed.
• Approaches problems with systematic and critical thinking, considers issues from all angles and offers suggestions/solutions that assist with projects.
• Monitors and ensures an adequate supply of forms and office supplies.

• Works closely with Shift Coordinator in managing and maintain operations of the staffing team members assigned from the Nursing Office.
  
  
  
  • Assists the Shift Coordinator with office processes related to evaluations, schedule, audits, tracking of data of PRN pool and Registry pool team members.
  • Tracks staffing data based on Acute Care Directors request.
  • Prepares and monitors monthly registry staff schedule
  • Facilitates sitter availability.
  
  
  
  

Find it here.

Discover the job, the career, the purpose you were meant for. The supportive and inclusive team where you can thrive. The place where growth meets balance - and opportunities meet flexibility. Find it all at Carle Health.

Based in Urbana, IL, Carle Health is a healthcare system with nearly 16,600 team members in its eight hospitals, physician groups and a variety of healthcare businesses. Carle BroMenn Medical Center, Carle Foundation Hospital, Carle Health Methodist Hospital, Carle Health Proctor Hospital, Carle Health Pekin Hospital, and Carle Hoopeston Regional Health Center hold Magnet designations, the nation's highest honor for nursing care. The system includes Methodist College and Carle Illinois College of Medicine, the world's first engineering-based medical school, and Health Alliance. We offer opportunities in several communities throughout central Illinois with potential for growth and life-long careers at Carle Health.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com.