Department Secretary - ORMC Inpatient Medical Group

Job description

Position Summary
📝 We're Hiring: Department Secretary | OHMG Inpatient Medicine Group
📍 Address of Practice: 52 W Underwood St, Orlando, FL 32806
🏢 Department: Orlando Health Medical Group – Inpatient Medicine Group
💼 Status: Full-Time | 40 hours per week
⏰ Shift: Monday – Friday, 8:00 AM – 5:00 PM
🏷️ Title: Department Secretary
📋 About the Role
The Department Secretary performs diverse secretarial and/or administrative duties for a large department or professional group.
✨ All Inclusive Benefits (Start Day One)
🏥 Health/Dental/Vision/Life Insurance
🎓 Student loan repayment, tuition reimbursement, & FREE college education programs
📈 Retirement savings
👶 Paid paternity leave & fertility benefits
🏡 Back up elder and childcare
🐾 Pet insurance
🏖️ PTO/Holidays, and more for full time and part time employees!
🏥 About OHMG
Orlando Health Medical Group is a comprehensive physician group serving patients from across the southeastern United States. With more than 200 practices and 1,200 physicians, Orlando Health Medical Group has a strong representation in over 55 specialties, including cardiology, vascular medicine, orthopedics, oncology, digestive health, neurology, neurosurgery, bariatric surgery, general surgery, bone marrow transplant and critical care medicine, as well as more than 30 pediatric subspecialties, women’s health, primary care and the largest hospitalist program in Florida.
Orlando Health Medical Group is part of the Orlando Health system of care, which includes 24 award-winning hospitals and ERs, 9 specialty institutes, 14 urgent care centers, 100+ primary care practices and more than 60 outpatient facilities that span Florida’s east to west coasts and beyond. Collectively, we honor our 100-year legacy by providing care for more than 142,000 inpatient and 3.9 million outpatient visits each year.
💼 Essential Functions
• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
• Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations.
• Schedules appointments for managers and manage departments calendars.
• Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits.
• Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed.
• Monitors and assists with time and attendance through KRONOS (or timekeeping system).
• Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns.
• Receives and distributes mail/faxes/electronic notifications.
• Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements.
• Assists in making appointments for patients.
• Consistently maintains departmental files and adheres to file maintenance and records retention schedules.
• Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary.
• Tracks progress of special projects.
• Performs routine problem solving.
• Uses discretion when working with confidential information.
• Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility.
• May have limited access to areas storing medications.
• Manages time autonomously, follows through on assignments and meets deadlines.
• Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
• Maintains compliance with all Orlando Health policies and procedures.

Other Related Functions:
• Maintains established departmental policies and procedures.
• Prioritizes work load to manage multiple priorities.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs all other duties as assigned.

🎓 Qualifications
Education/Training:
• High School diploma or equivalent.
• Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

Licensure/Certification:
• None required.
• Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred.

Experience:
• Two (2) years of clerical or secretarial experience.

Responsibilities
Essential Functions
• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. • Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations. • Schedules appointments for managers and manage departments calendars. • Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits. • Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed. • Monitors and assists with time and attendance through KRONOS (or timekeeping system). • Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns. • Receives and distributes mail/faxes/electronic notifications. • Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements. • Assists in making appointments for patients. • Consistently maintains departmental files and adheres to file maintenance and records retention schedules. • Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary. • Tracks progress of special projects. • Performs routine problem solving. • Uses discretion when working with confidential information. • Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility. • May have limited access to areas storing medications. • Manages time autonomously, follows through on assignments and meets deadlines. • Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards. • Maintains compliance with all Orlando Health policies and procedures.

Other Related Functions
• Maintains established departmental policies and procedures.
• Prioritizes work load to manage multiple priorities.
• Enhances professional growth and development through participation in educational programs, current literature, and workshops.
• Performs all other duties as assigned.

Qualifications
Education/Training
• High School diploma or equivalent.
• Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

Licensure/Certification
• None required.
• Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred.

Experience
• Two years clerical or secretarial experience.