Assists Director, Manager, or Chief of Service in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office. Leads and performs administrative functions requiring in-depth knowledge of departmental programs and services. Organizes and leads provision of secretarial and administrative support services. Acts as the “go-to” person for the administrative staff.
Key responsibilities
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Lead and direct secretarial, clerical, and administrative support services to ensure smooth department operations.
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Recommend, implement, and maintain internal systems and departmental policies.
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Oversee department recordkeeping systems for administrative and financial data, ensuring data accuracy and report distribution.
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Collect and compile data for various analyses and perform calculations to prepare spreadsheets, graphs, and charts.
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Manage daily administrative operations, preparing reports and documents to meet compliance requirements.
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Facilitate administrative forms processing, such as purchase orders and invoices.
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Organize logistics for seminars, conferences, and special events, including material preparation and registration management.
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Maintain departmental files, records, databases, and office libraries, managing information entry and distribution.
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Schedule appointments and maintain physician calendars, handle meeting logistics, and prepare agendas.
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Monitor supply inventory and computer equipment, authorize purchases and coordinate equipment services.
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Transcribe, type, proofread, and edit various materials, including confidential documents, ensuring accuracy and clarity.
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Answer and route phone calls, greet visitors, provide information, and manage correspondence.
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Deliver positive customer service to support departmental and hospital operations.
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Coordinate and manage department-wide catering orders for meetings, events, and other departmental functions.
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Serve as a member of the department’s social media and website teams, contributing to content development, updates, and digital engagement efforts.
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Maintain the cleanliness and organization of shared communal spaces to support a professional and welcoming environment.
Minimum qualifications
Education:
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A high school level of education.
Experience:
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Two years of related experience
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Prior customer service or administrative experience preferred
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Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
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Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations.
Schedule: Monday-Friday, Hybrid after training period.
