Job Description
Locations: Mobile, Alabama
Categories: Clerical
Position Type: Regular Full-Time
Hours Per Week: 40
Req ID: 22572
USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community.
USA Health is changing how medical care, education, and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists, and researchers provides the region's most advanced medicine at multiple facilities, campuses, clinics, and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall well-being of our community.
Responsibilities
*This is a highly responsible secretarial and administrative position as secretary to the Chair of the Department of Radiology. This position is in the Mastin building adjacent to USA University Hospital. An employee in a position allocated to this classification is responsible for performing a variety of secretarial and administrative duties including the Interpretation of routine rules. regulations, and policies to university officials and the public
- Preparation of special reports:
- Performance of special assignments.
- Work involves participating in varying degrees in organizational and program matters
- Utilizing an extensive knowledge of multiple Directors' jurisdiction, polices, and views.
- Work is performed with a considerable amount of independence and Is reviewed upon completion for compliance to applicable rules, policies, regulations, or instructions
- Plans, initiates, and carries to completion secretarial, clerical, and administrative activities
- Makes arrangements for conferences including space, time, and place
- Informs participants of topics to be discussed and researches and provides them with necessary background information
- Serves as recording secretary at departmental meetings or conferences taking official minutes
- prepares minutes of meetings in final form for distribution
- Researches and develops materials for use in the Chair's speaking engagements
- Receives incoming mail and composes responses to inquiries not requiring the Chair's personal attention
- Independently drafts and signs letters of acknowledgement, commendation. and notification for the Chair, independently researches and prepares highly technical, confidential. or complex reports for the Chair s review and information:
- may supervise and train secretarial and clerical employees in carrying out assignments
- Keeps the Chair's calendar and arranges various appointments maintains the Chair's itinerary and makes travel and hotel reservations in Accordance with university policy
- May take and transcribe dictation or transcribe from dictating equipment
- Maintains alphabetical, numerical, and chronological files
- Assists with orientation and on boarding of new staff, maintains personnel files to include current Personnel Action Forms, orientation checklists, most recent job descriptions and required department division competency documentation
- Assists with preparing. obtaining administrative signatures and filing of employee evaluations/reviews
- Maintains accurate and current contact information for all personnel within the department
- Assists with departmental policy revisions, as appropriate
- Orders and maintains supplies as appropriate for the department
- Regular and prompt attendance
- Ability to work schedule as
- Defined and overtime as required
- Prepares faculty schedule
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- Reviews all schedules for completeness
- Assists in filling any gaps in schedules
- Obtains incomplete information.
Completes all mandatory department, educational and hospital requirements
Adheres to current Infection Control and Safety Standards
Regular and prompt attendance
Ability to work schedule as defined and overtime as required
Related duties as assigned Additional InformationEmployees must be in a regular position, working 20 hours or more per week (.50 FTE or greater) to qualify for benefits.
QualificationsHigh School Diploma or equivalent and 4 years of secretarial experience. Required
Bachelor's Degree will substitute for the required experience. Preferred Comparable combination of education and experience may substitute for the above requirements.
Knowledge, Skills, and Abilities- Proficient in Word and Excel HighProficient in Word and Excel High
Equal Employment Opportunity/Affirmative Action Employer
The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
