Department Secretary- Surgery at White River Health System Inc – Batesville, Arkansas

About the Role:

The Department Secretary plays a pivotal role in ensuring the smooth and efficient operation of a healthcare department within the surgical setting. This position is responsible for managing a wide range of administrative and clerical tasks that support faculty, staff, and students, thereby contributing to the overall effectiveness of the department. The secretary acts as a primary point of contact for internal and external communications, coordinating schedules, handling correspondence, and maintaining accurate records in compliance with policies and healthcare regulations. By prioritizing tasks and managing office supplies and resources, the Department Secretary helps create an organized and professional environment that facilitates the delivery of quality healthcare education and services. Ultimately, this role supports the department’s mission by enabling seamless administrative operations and fostering positive interactions among all stakeholders.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience working in a healthcare or academic office setting.
• Strong knowledge of general office practices and procedures.
• Familiarity with medical terminology and healthcare documentation.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• Experience working within a medical center environment.
• Knowledge of policies and procedures related to healthcare departments.
• Training or certification in medical office administration or related field.
• Ability to use specialized healthcare management software or electronic health records (EHR) systems.
• Excellent organizational and multitasking skills demonstrated in a complex office setting.

Responsibilities:

• Manage daily office operations including answering phones, responding to emails, and greeting visitors in a professional manner.
• Coordinate and schedule appointments, meetings, and events for department staff and faculty, ensuring efficient use of time and resources.
• Maintain and organize department records, files, and databases in accordance with university policies and healthcare confidentiality standards.
• Prepare and process documents such as correspondence, reports, and medical forms using appropriate medical terminology and office software.
• Order and manage office supplies, monitor inventory levels, and liaise with vendors to ensure timely replenishment.
• Assist in the preparation and dissemination of departmental communications and announcements.
• Support faculty and staff with general clerical duties including photocopying, faxing, and data entry.
• Establish priorities to handle multiple tasks effectively and meet deadlines in a fast-paced healthcare environment.

Skills:

The required skills are essential for managing the diverse administrative tasks encountered daily in a healthcare department. Knowledge of healthcare settings and medical terminology enables the secretary to accurately prepare and process medical documents and communicate effectively with clinical staff. Proficiency in general office practices and clerical duties ensures smooth handling of correspondence, scheduling, and record-keeping. The ability to establish priorities allows the secretary to manage competing demands efficiently, ensuring critical tasks are completed on time. Familiarity with university policies and procedures supports compliance and consistency in departmental operations, while managing office supplies and resources helps maintain an organized and well-functioning work environment.