Senior Secretary (Full-time, Days/Evenings) at Rochester Regional Health – ROCHESTER, New York

SUMMARY

Provide strong clerical and administrative support for leadership. Responsible for general receptionist duties. Demonstrates a high-level of accountability in performance of duties requiring minimum supervision, with a heavy emphasis on computer, organization, and communication skill both verbal and written. Acts as a key contact for leadership, patients, families and outside agencies ensuring follow-up in a timely manner.

Job Title: Senior Secretary

Hours per week: Full-time, 38

Location: Unity Hospital

Department: Surgical Pre Testing

Schedule: 7am to 3pm, Monday through Friday

RESPONSIBILITIES

Provides administrative support to department/leadership, including:

• Answering telephones, taking accurate messages, and responding to inquiries from staff, patients, families, and external agencies/organizations
• Distributing incoming mail
• Maintaining departmental appointment scheduling

Coordinates communication and patient flow:

• Prioritizes documents and communicates information to members of the interdisciplinary team
• Registers patients upon arrival, as needed
• Tracks patient flow and updates the census board

Manages documentation and reporting:

• Composes, types, and processes correspondence and reports
• Maintains accurate and complete departmental files, including:
  • Projects
  • Forms and reference materials
  • Certification and licensure documentation
• Utilizes automated payroll systems proficiently
• Generates and distributes reports as needed

Supports meetings and departmental coordination:

• Schedules meetings and prepares agendas with leadership
• Books conference rooms and manages leadership calendars
• Serves as a liaison to other departments to resolve day-to-day operational and administrative issues

Handles general administrative tasks:

• Processes letters, memos, reports, meeting minutes, and spreadsheets
• Assists with development of multimedia presentations, as needed
• Monitors and orders departmental supplies
• Coordinates travel arrangements for internal/external individuals

• Manages workflow of department secretaries, including staffing coverage across sites
• Distributes projects to meet deadlines and ensure balanced workloads
• Communicates staffing needs to management as appropriate
• Optimizes provider schedules by identifying gaps, conflicts, or access issues and collaborating with management
• Trains new hires (orientation, systems, workflows) and existing staff (retraining, new processes, cross-training)
• Maintains and updates training materials and standard procedure manuals across sites
• Ensures inclusion of forms, resources, contact lists, pharmacy information, and scripting
• Cross-trained in registration, front desk check-in, and other roles to support staffing needs

• Delivers STAT blood to lab and transports patients, as needed
• Retrieves medical records and performs miscellaneous errands
• Assists in obtaining patient information under clinical direction
• Communicates with external healthcare facilities using professional standards
• Supports chart review processes with RN/NP/PA staff
• Organizes and collates patient chart documentation and faxed materials
• Oversees chart collation, including directing volunteer staff and ensuring proper filing and stamping
• Maintains stock of binders and chart materials
• Books add-on surgical cases within 24–48 hours of procedure
• Reviews daily bookings and follows up on missing documentation or appointments
• Schedules add-on CPT appointments and pre-assessment calls as needed
• Completes billing processes and tracks quality-related statistics

PHYSICAL REQUIREMENTS: S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

PAY RANGE: $17.50 - $19.65

The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, clinical licensure date, relevant qualifications, specialty, internal equity, location, and contracts.