Department Secretary Job Description

Department Secretary Job Description

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Department secretary provides database and spreadsheet support for departmental data.

Department Secretary Duties & Responsibilities

To write an effective department secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included department secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Receives incoming phone calls, students and guests, takes and distributes messages, makes appointments and phone calls based on need
Provides overall general office support and assists with departmental meetings, special reports projects, events, and activities
Provides initial admission information to potential students and assists faculty with marketing and recruitment
Assists faculty in the preparation and copying of syllabi, memorandums, correspondence, tests, and class related materials, including ordering textbooks, books, and media
Maintains department budget records and expenditure reports and prepares requests for expenditures, purchase requisitions, receiving documents, and interdepartmental transfers
Assists with faculty and staff travel arrangements, travel applications, and requests for transportation
Assists with adjunct faculty contracts and with the preparation of employee reports for faculty
Must have the ability to work with sensitive information and maintain confidentiality
Maintains graduate and undergraduate student databases individual student records
Initiates and maintains contracts with clinical agencies and maintains clinical contract database

Department Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Department Secretary

List any licenses or certifications required by the position: BLS, US, EMT, HCP, CNA, CPR, BCLS, AHA, AED, GED

Education for Department Secretary

Typically a job would require a certain level of education.

Employers hiring for the department secretary job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Business, Education, Associates, Science, Communications, Medical, Communication, Graduate, Computers, Medical Terminology

Skills for Department Secretary

Desired skills for department secretary include:

Medical terminology
Ability to become proficient in database
Programs as
Spreadsheet management
Their associated computer programs
Medical terminology and experience with data entry
Telephone etiquette
Database software
Presentation
Spreadsheet

Desired experience for department secretary includes:

Eligible to become a notary public in the state of Texas
Report running and creation
Daily support of clinical teams
Supporting payroll operations for clinical teams
Support scheduling operations for clinical teams
Maintains and tracks simple records

Department Secretary Examples

1

Department Secretary Job Description

Job Description Example
Our company is looking to fill the role of department secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for department secretary
  • Photocopies documents for supported group
  • Perform various clerical duties and administrative duties, including but not limited to physician calendar management, organizing travel arrangements, coordinating meetings, processing reimbursements, meeting minutes
  • Coordinate the receipt and distribution of mail, packages and deliveries
  • Ensure confidentiality for sensitive documents as per department and institution guidelines
  • You will work collaboratively with others to meet shared objectives and goals
  • Provides secretarial support to one or multiple administrators and programs
  • Composes and creates correspondence and reports
  • Performs special projects, such as designing reports, spreadsheets and databases or gathering materials for researching issues
  • Prepares and disseminates documents, correspondence, meeting minutes, reports and other written or electronic communication
  • Operates office equipment including computer work stations and peripherals, photocopy machines, facsimile machines and other electronic storage, processing and imaging equipment
Qualifications for department secretary
  • Effective note taking skills, including recording meeting minutes
  • Up to two (2) years experience in a clerical capacity
  • Must have basic understanding and ability to use software applications used by the supported group
  • Must have a general understanding of various equipment typically found in an office environment
  • Must be able to compose basic or routine correspondence in a clear and concise manner
  • Must be able to speak clearly when interacting with others in person or while on the telephone
2

Department Secretary Job Description

Job Description Example
Our company is growing rapidly and is hiring for a department secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for department secretary
  • Maintain log of all volunteer requests
  • Organize and coordinate special projects provided by other departments
  • Perform a variety of office support functions including typing, filing, copying, faxing, maintaining files, ordering office supplies and equipment and creating/updating files to ensure accurate records
  • Communicate information to all ancillary departments other areas of the hospital to ensure coordination of volunteer services
  • Assume responsibility for data input into Volunteer Works system including volunteer hours and schedules
  • Assist with reviewing data and prepare and type statistical reports
  • Manage appointments and agendas for Management Team members mainly
  • Order office equipment, if and when required
  • Act as contact person for the group, contractors, interns
  • Patient Support.Answer/screen calls, forward to appropriate personnel
Qualifications for department secretary
  • Must be able to complete assignments accurately and within the given deadlines
  • Must be able to work independently and in group settings
  • Typing 40 wpm or as required by facility
  • Leadership skills, technical experience and knowledge a plus
  • Computer/PC Proficiency (MS Word, Excel, Data Entry)
  • Must possess good to excellent typing skills and speed
3

Department Secretary Job Description

Job Description Example
Our innovative and growing company is looking for a department secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for department secretary
  • Performs secretarial functions consistent with good patient care and in accordance with the policies, procedures and standards of the facility
  • Facilitates the overall operation of the nursing unit and is directly involved with care of the hospitalized patient under the direction of the RN/LVN
  • Duties include, but are not limited to, transcribing orders, maintaining par levels of supplies, answering multi-line phones, paging, and transporting of specimens
  • Maintains the permanent medical record
  • Under the general supervision of the OR Director performs support services for the Departments assigned with clerical, secretarial and related responsibilities in promoting communication between the Director, Supervisor, Medical Staff, Hospital Staff, and TOH patients
  • Supports clinic operations by direct involvement with the physician(s) and nurse(s) of the Transplant Services department
  • Works through and solves patient issues professionally and in a timely manner
  • Takes and relays phone messages for the respective area in a clear and concise manner in accordance to CCF policy
  • Ensures all patients are rescheduled relating to physician out days in a timely manner
  • Utilizes correct pathway to retrieve lab and radiology reports (via Net Access) and dictated reports (via Total eMed) as needed
Qualifications for department secretary
  • Previous clerical experience, at least 1 year preferred
  • Ability to manage multiple projects and assignments with deadlines
  • One (1) year prior experience in a healthcare setting preferred
  • Excellent calendar management skills, including the coordination of complex executive meetings involving various parties across different countries, time zones, etc
  • Exceedingly well organized and enjoy administrative challenges
  • Ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, whilst remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
4

Department Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for a department secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for department secretary
  • Inputs reasons for all visits on all appointments
  • Works in conjunction with nurse to reconcile day sheet with charge tickets
  • Assists other departments within the pod as needed
  • Answers telephones and directs calls to appropriate staff
  • Associate's Degree from a business/secretarial school or Medical Assistant program preferred
  • Due to the nature of this position, the incumbent must utilize appropriate tact and discretion in dealing with highly confidential and/or sensitive matters
  • Answer telephone with appropriate identification of department and self
  • Appropriately screens calls, take accurate messages, and handle calls in a professional manner
  • Accurately identify the nature of the needs and/or inquiries of Hospital staff and other personnel, provide general information when known
  • Greet and screen persons entering the department in a friendly, business-like manner, smile and make eye contact
Qualifications for department secretary
  • Great word processing skills required
  • Office work experience required
  • A minimum of one year’s secretarial or administration experience gained in a multinational organization
  • Good computer skills which must include Microsoft Word, Excel, PowerPoint and Chinese word processing
  • A good team player with the ability to communicate with all levels of staff
  • Alternatively a recent graduate with a desire to learn would be welcome
5

Department Secretary Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of department secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for department secretary
  • Apologize for any inconvenience or delay and thank visitors or other employees for waiting
  • Perform routine clerical duties, such as filing, photocopying, opening/sorting mail, typing letters, reports, and memos accurately and neatly, all in a timely manner
  • Periodically do an inventory of department supplies
  • Place the Staples supply order weekly, and order supplies that are stocked in the hospital storeroom as needed
  • Enter data information and generate reports from the database in a timely manner
  • Call new staff starting in the department – discuss a start date, and confirm that all Human Resources-related paperwork and physicals/tests have been completed
  • Keep Human Resources updated on all staff changes
  • Process Payroll accurately and timely
  • Enter these hours into the Lawson timekeeping system
  • Assist with other daily duties as requested
Qualifications for department secretary
  • One (1) year of Secretarial/Clerical experience, including contact with the general public and demonstration of customer service skills
  • Requires critical thinking skills, decisive judgment and the ability to work independently and collaboratively across department boundaries
  • High School diploma or equivalent/relevant training or experience
  • Proficient (45-50 words per minute, statistical typing and ability to do columns and/or tables)
  • Ability to communicate clearly and effectively with a variety of people in person or by phone, , maintains positive body language and is sensitive when receiving calls or interactions in person
  • Write, speak, read, and understand English fluently

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