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University of Rochester Secretary IV - 227216 in Rochester, New York

Secretary IV Job ID 227216

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Psychiatry SMH Social Work

Responsibilities

POSITION TITLE: SECRETARY IV

DEPARTMENT: PSYCHIATRY

AREA: SOCIAL WORK ADMINSTRA TION

GENERAL DESCRIPTION:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties, requiring highly advanced secretarial skills and proficiency for the Chief Social Worker in Psychiatry and Director of Group Therapy Services. Is responsible for considerable Departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University, Division of Social Work, and Department of Psychiatry. Has frequent contacts with Director, faculty members, staff, students and other administrative staff. Is responsible for assignments and the review of the day-to-day clerical operations.

SPECIFIC RESPONSIBILITIES:

  • Maintains confidential Division and Department personnel and budgeting information for Social Work, including salary, documents, performance evaluations, etc (10%)

  • Performs a triage function for the Group Therapy Service involving screening and directing patients and professional contacts to the appropriate resource; giving information regarding services offered; and following up on requests. (15%)

  • Compiles information for publications, Social Work Annual Reports, and correspondence. (15%)

  • Assembles information for and assists in preparation of budget requests, including Capital Budget and Operating Budget for Social Work in Psychiatry and the Psychiatric Social Work Faculty Practice. This involves determining office equipment and software needs to meet the demands of the office. (5%)

  • Assists in preparation for Division and Departmental courses, seminars, and inĀ­ services for Social Work in Psychiatry. If needed, assistance is provided for planning new training programs. (10%)

  • Maintains and updates policy and procedures for the Division and the Department. Keep Clinical Chief appraised of changes in policies and assists in monitoring compliance. Works with Clinical Chief to identify policy needs of Social Work. (5%)

  • Performs routine secretarial duties including sorting and distributing mail,, correspondence, memos, etc. (5 %) Receptionist for phone calls, and SW Chiefs calendar appointments, maintains

  • files and office supplies, arranges for travel, faxing, copying and distributing mailings for Social Work Division. (10%)

  • Composes, types and signs correspondence. (10%)

  • Serves as recording secretary at key Division staff meetings, prepares and distributes minutes, and assists in arranging for administrative meetings and seminars, prepares and distributes agendas, and reserves rooms. (5%)

  • May supervise other secretarial and clerical assistants. (5%)

  • When needed, provide backup for other Administrative staff. (5%)

  • May control Division petty cash account.

    POSITION QUALIFICATIONS:

    Education: Two years of post high school education in secretarial studies or the equivalent.

    Experience: At least three years of secretarial and office experience including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.

    Technical: Advanced secretarial skills. The ability to use a PC with Microsoft Word, Excel, PowerPoint, and Access (database). The ability to operate commonly used office machines: such as recording equipment or a combination of office equipment

    SUPERVISION:

    The Administrative Secretary performance is supervised by the Administrative Assistant to the Administrative Director and is accountable for the provision of duties in accordance with Social Work and Patient & Family Services Management policies, procedures and standards of conduct. The Administrative Secretary job performance must conform to the expectations set forth in this job description. The Administrative Assistant to the Administrative Director, in accordance with guidelines established by Social Work and Patient & Family Services Management, Strong Memorial Hospital, and the University of Rochester conducts the evaluations. The Administrative Assistant to the Administrative Director along with the Administrative Director may make salary and promotional recommendations within the above-mentioned guidelines.

    How To Apply

All applicants must apply online.

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