Administrative Secretary

Henry Ford Health; West Bloomfield Charter Township (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

Henry Ford Health in Michigan seeks an Administrative Secretary who will be the organizational backbone of the department, handling communications, records, scheduling, and support for strategic initiatives.

You will organize files, screen inquiries, coordinate calendars and travel, process mail, generate reports, and assist patient-facing functions as needed, contributing to departmental efficiency and patient care.

Qualifications

• Requires a high school diploma or GED.
• One (1) year of experience within an office setting preferred.
• Literacy and experience working with Microsoft Software Programs required.
• Previous experience scheduling appointments/maintaining calendars preferred.
• Interpersonal skills necessary to communicate effectively with callers and visitors, and provide information requiring ordinary courtesy and tact.

Responsibilities

• Organize & Maintain Records: Build and manage filing and record-keeping systems for personnel, payroll, attendance, and procurement documents, ensuring accuracy and accessibility.
• Screen visitors and calls, directing inquiries to the right personnel and acting as a resource on department operations and policies.
• Coordinate schedules and events: manage calendars, schedule meetings, and arrange travel or conference logistics.
• Process mail & materials: handle incoming/outgoing mail and maintain records.
• Generate reports & insights: compile ad-hoc reports and logs for leadership needs.
• Support office operations: monitor supplies, manage equipment, and coordinate document preparation.
• Support patient-facing functions: prepare patient documentation and coordinate scheduling for procedures and appointments.
• Contribute to team success: take on additional responsibilities to support departmental goals.
• Manage communications & documentation: craft memos, correspondence, and reports and meet deadlines around priorities.

Skills

Microsoft Office

Organizational skills

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Henry Ford Health partners with millions of people on their health journey, across Michigan and around the world. We offer a full continuum of services from primary and preventative care to complex and specialty care, health insurance, a full suite of home health offerings, virtual care, pharmacy, eye care and other health care retail. With former Ascension southeast Michigan and Flint region locations now part of our team, Henry Ford's care is available in 13 hospitals and hundreds of ambulatory care locations. Based in Detroit, Henry Ford is one of the nation's most respected academic medical centers and is leading the Future of Health: Detroit, a $3 billion investment anchored by a reimagined Henry Ford academic healthcare campus.

Job Description

GENERAL SUMMARY:

As an Administrative Secretary, you'll be the organizational backbone of your department, working closely with leadership to ensure smooth daily operations. You'll take ownership of critical administrative functions—from managing communications and records to coordinating schedules and supporting strategic initiatives. Your attention to detail, proactive problem‑solving, and ability to prioritize competing demands will directly impact your team's productivity and success.

KEY RESPONSIBILITIES:

2. Organize & Maintain Records: Build and manage efficient filing and record‑keeping systems for personnel, payroll, attendance, and procurement documents. Ensure information is accurate, accessible, and compliant with departmental standards.

3. Control the Flow of Information: Screen visitors and calls with professionalism and discretion, directing inquiries to the right personnel. Serve as a knowledgeable resource for questions about department operations and policies.

4. Coordinate Schedules & Events: Manage departmental calendars, schedule meetings and appointments, and arrange travel or conference logistics to keep operations running seamlessly.

5. Process Mail & Materials: Handle incoming and outgoing mail with efficiency, ensuring timely distribution and accurate record‑keeping.

6. Generate Reports & Insights: Compile and prepare ad‑hoc reports and maintain logs that provide leadership with the information they need to make informed decisions.

7. Support Office Operations: Optimize departmental efficiency by monitoring supplies, managing office equipment, coordinating document preparation, and handling interdepartmental correspondence.

8. Support Patient‑Facing Functions (where applicable): Prepare patient documentation, gather relevant information for clinical staff, maintain confidential patient records, and coordinate scheduling for procedures and appointments.

9. Contribute to Team Success: Take on additional responsibilities as needed to support departmental goals and organizational priorities.

• Manage Communications & Documentation: Craft professional memos, correspondence, and reports while maintaining impeccable grammar and formatting. Stay ahead of deadlines by organizing your workload strategically around departmental priorities.

Qualifications

EDUCATION/EXPERIENCE REQUIRED:

• Requires a high school diploma or G.E.D. equivalent.
• One (1) year of experience within an office setting preferred.
• Literacy and experience working with Microsoft Software Programs required.
• Previous experience scheduling appointments/maintaining calendars preferred.
• Interpersonal skills necessary in order to communicate effectively with callers and visitors,
  and provide information requiring ordinary courtesy and tact.
• Ability to distribute departmental mail and other materials.