The Secretary III performs diversified secretarial and administrative support duties. The employee will prepare reports of a complex nature and assist in the administrative details using initiative, sound judgment, and problem-solving skills. The position requires a high level of experience, technical skills, and knowledge of institutional policy and organization. The employee may train and direct clerical personnel in support of departmental activities. The Secretary III should complete all duties of Secretary I and II (i.e., word-processing, answering phones, responding to routine inquiries, general office duties, setting up and maintaining files and data input into Excel or a database system). The Secretary III works more independently than Sec I or Sec II in performing functions such as initiating and compiling of reports, drafting of correspondence, organizing office systems and delegating/directing duties to other secretarial support. This position requires that the employee perform related duties as required.
Principal Duties & Responsibilities (Essential Functions*)
- Manages software program for the PT clinical education program ensuring that information is complete and up-to-date; works directly with students to ensure that required clinical documentation is completed and entered into software program; follows-up, as needed, to ensure that information is complete and accurate for each student.
- Prepares cyclical correspondence to external clinical sites; follows-up, as needed, to ensure that paperwork is properly and fully executed.
- Processes external placement contracts; works directly with legal department to track status of pending contracts; follows-up with contract sites for information; tracks existing contracts to ensure that they are up-to-date; updates expired/nearly expired contracts.
- Maintains student clinic files: runs software reports of students’ clinical experiences and files/compiles documentation in student file; tracks files to ensure that all required documentation is present; follows-up as needed.
- Monitors student status to ensure that documentation of clinical site requirements are up-to-date (i.e., immunizations, background check, flu shot, etc.); completes other clinical program related tasks and other tasks as directed by manager.
Education, Qualifications And Skills
- College degree a plus, some college required.
- Effective communication skills: displays the ability to engage in on-going communication with supervisor and students regarding clinical education processes. Generates and discusses ideas for efficiency and streamlining operations regarding program development. Highly organized and detail oriented. Proactive, self-motivated with positive attitude. Pleasant customer service skills.
- Prioritization, self-motivation, attention to detail, ability to independently follow-up/follow through, ability to communicate clearly and accurately. Proficient in MicroSoft Office, answering phones, setting up and maintaining files, software system management.
- Office experience, records maintenance, data entry, software program management, ability to work high volume/detail-oriented environment.
Physical and Environmental Demands
- This position requires multitasking and flexibility to meet program needs throughout the semester.