Executive Secretary, Internal Medicine, Full Time, First Shift

UC Health; Cincinnati (OH); On-site; USD 38,000 - 46,000; Full time

Job summary

UC Health in Cincinnati is seeking an Administrative Assistant to support the management team in planning and coordinating departmental activities, handling confidential information, and responding to staff inquiries. The role involves maintaining calendars, filing systems, and preparing documents under supervision.

Qualified candidates will demonstrate initiative, strong computer skills (Word, Excel, database management), and the ability to multitask in a fast-paced hospital environment.

Qualifications

• Self-starter with initiative on tasks and minimal supervision.
• Proficient with Microsoft Word, Excel, and database management.
• Strong time management and ability to handle multiple tasks in a demanding environment.

Responsibilities

• Provide administrative and clerical support to ACNO/Directors/Managers.
• Maintain personnel file system.
• Maintain calendars, schedule meetings and send notices to staff.
• Types agendas and minutes; drafts documents and brochures as needed.
• Update department manuals, rosters and resource lists.
• Order supplies and process invoices/check requests within budget.
• Assist with copies, faxing and mail distribution.
• Organize and maintain files on an ongoing basis.
• Prepare evaluation templates and merit letters for manager use.
• Assist in updating department policies and HR procedures.

Skills

Self-starter

Time management

Medical terminology knowledge

Microsoft Word/Excel & databases

Tools

Microsoft Word

Microsoft Excel

Database management

Job description

Job Description

The Administrative Assistant will provide support services to the management team in planning and coordinating departmental activities. Identify issues; recommend solutions; and implement decisions in daily operations under supervision of the management team. Utilizes various software applications to identify and record confidential information that impacts patient care. Respond to inquiries of staff and other departments within UC Health. Performs general office duties, maintains files, and assists with special projects.

Location

Cincinnati, OH, United States

Qualifications

• Takes initiative on tasks with minimal supervision; self-starter.
• Excellent computer skills with Microsoft Software packages, including Word, Excel and database management.
• Time management skills and ability to handle multiple tasks in a demanding environment are essential.
• Knowledge of medical terminology preferred.

Responsibilities

• Provide administrative and clerical support to ACNO/Directors/Managers.
• Maintain personnel file system.
• Maintains calendars, schedules meetings and sends notices to staff involved.
• Types agendas and minutes; composes and/or drafts various documents and brochures as needed.
• Maintains and updates department manuals, rosters, list of resources and other information.
• Orders supplies and purchases within budget; processes invoices, check requests.
• Assist with copies, faxing and mail distribution.
• Organizes and maintains files on an on-going basis.
• Prepares documents and reports requested by Manager, Director and CNO.
• Prepare templates for performance evaluations by adding job descriptions to appropriate section for manager use; prepares spreadsheet of scores with verification; assist with merit letters.
• Assist in updating department policies/procedures; ensure all policy books are updated with current policies; assist with interpretation and implementation of policies/procedures.
• Assist in updating job descriptions and facilitating the approval process flow through Human Resources.
• Promotes a positive customer service attitude in all interactions.
• Screens telephone call/walk-ins and serves as liaison for requests for assistance or information from staff, community agencies and others, offering assistance and/or enlisting the help of others.
• Greets customers, patients, vendors, hospital, physicians and co-workers in an appropriate manner at all times.
• Identifies staff complaints/concerns, gathers necessary information, and refers caller to appropriate staff person for follow-up.

About UC Health

UC Health is an integrated academic health system serving Greater Cincinnati and Northern Kentucky. In partnership with the University of Cincinnati, UC Health combines clinical expertise and compassion with research and teaching—a combination that provides patients with options for even the most complex situations. Members of UC Health include: UC Medical Center, West Chester Hospital, University of Cincinnati Physicians and UC Health Ambulatory Services (with more than 900 board-certified clinicians and surgeons), Lindner Center of HOPE and several specialized institutes including: UC Gardner Neuroscience Institute and the University of Cincinnati Cancer Center. Many UC Health locations have received national recognition for outstanding quality and patient satisfaction. Learn more at uchealth.com.

At UC Health, we're proud to have the best and brightest teams and clinicians collaborating toward our common purpose: to advance healing and reduce suffering.

As the region's adult academic health system, we strive for innovation and provide world-class care for not only our community, but patients from all over the world. Join our team and you'll be able to develop your skills, grow your career, build relationships with your peers and patients, and help us be a source of hope for our friends and neighbors.

UC Health is an EEO employer.