UF Health
Secretary Exec II Secretary Exec II Job at UF Health in Jacksonville
UF Health, Jacksonville, FL, United States, 32290
Overview
Performs advanced, diversified and confidential secretarial and administrative duties for hospital executive management, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices. Functions as a private secretary and handles confidential matters. Coordinates work flow and schedule of other executive administrative support personnel through scheduling, time off, meal and break periods.
Responsibilities
Coordinates hospital board meetings including the recording and distribution of minutes. Facilitates the communication and
coordination with Board of Directors, including preparing and distributing agendas and related meeting materials, and
following up on active action items recorded in the minutes
Provides information to inquiries received or refers to appropriate unit for action.
Prepares a variety of materials including correspondence, reports, and manuscripts, some of which may be confidential.
Screens and acts on confidential mail on behalf of hospital executive management and drafts routine and non-routine
correspondence as needed.
Schedules appointments, meetings, and travel itineraries for other executives as needed.
Makes independent decisions in managing communications with hospital executive management and determines when to
direct matters to executive management, and when it is necessary to delegate items to staff.
Maintains appointment calendar, including acting independently in determining priority of meeting requests and delegating
to other members of the management team as necessary
Screens telephone calls and visitors and resolves routine and/or complex inquiries requiring effective interpretation of
hospital rules and regulations which may include interacting with physicians, hospital personnel, and outside agencies.
Initiates routine and non-routine memoranda and reports involving confidential and technical information.
Coordinates internal and external contacts and communications.
Plans and arranges official meetings, social functions, and other events.
Maintains confidential files.
Researches and gathers information to assist in developing speeches and reports.
Qualifications
Required Education High School Diploma
Preferred Education AA Degree, Secretarial Certification, Medical Terminology Certification. College coursework in
secretarial science or business or a combination of bachelor level education and secretarial
experience.
Necessary Skills Ability to work with minimal supervision.
Ability to handle multiple tasks at once.
Ability to type 55-60 correct words per minute, word processing and spreadsheet application
(Microsoft Office products Word, Excel, PowerPoint), working knowledge of Microsoft Outlook or
comparable system.
Perform shorthand/speedwriting and transcription as required.
Possess strong interpersonal and customer service skills.
Required Experience 3-5 years at an Executive Assistant Level or experience providing support to Executive
Leadership.
Preferred Experience Ten years Hospital Executive Secretarial/Administrative Experience.
For positions assigned to Legal Services, previous experience as a paralegal and/or experience
in a corporate law or law firm environment preferred
Performs advanced, diversified and confidential secretarial and administrative duties for hospital executive management, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices. Functions as a private secretary and handles confidential matters. Coordinates work flow and schedule of other executive administrative support personnel through scheduling, time off, meal and break periods.
Responsibilities
Coordinates hospital board meetings including the recording and distribution of minutes. Facilitates the communication and
coordination with Board of Directors, including preparing and distributing agendas and related meeting materials, and
following up on active action items recorded in the minutes
Provides information to inquiries received or refers to appropriate unit for action.
Prepares a variety of materials including correspondence, reports, and manuscripts, some of which may be confidential.
Screens and acts on confidential mail on behalf of hospital executive management and drafts routine and non-routine
correspondence as needed.
Schedules appointments, meetings, and travel itineraries for other executives as needed.
Makes independent decisions in managing communications with hospital executive management and determines when to
direct matters to executive management, and when it is necessary to delegate items to staff.
Maintains appointment calendar, including acting independently in determining priority of meeting requests and delegating
to other members of the management team as necessary
Screens telephone calls and visitors and resolves routine and/or complex inquiries requiring effective interpretation of
hospital rules and regulations which may include interacting with physicians, hospital personnel, and outside agencies.
Initiates routine and non-routine memoranda and reports involving confidential and technical information.
Coordinates internal and external contacts and communications.
Plans and arranges official meetings, social functions, and other events.
Maintains confidential files.
Researches and gathers information to assist in developing speeches and reports.
Qualifications
Required Education High School Diploma
Preferred Education AA Degree, Secretarial Certification, Medical Terminology Certification. College coursework in
secretarial science or business or a combination of bachelor level education and secretarial
experience.
Necessary Skills Ability to work with minimal supervision.
Ability to handle multiple tasks at once.
Ability to type 55-60 correct words per minute, word processing and spreadsheet application
(Microsoft Office products Word, Excel, PowerPoint), working knowledge of Microsoft Outlook or
comparable system.
Perform shorthand/speedwriting and transcription as required.
Possess strong interpersonal and customer service skills.
Required Experience 3-5 years at an Executive Assistant Level or experience providing support to Executive
Leadership.
Preferred Experience Ten years Hospital Executive Secretarial/Administrative Experience.
For positions assigned to Legal Services, previous experience as a paralegal and/or experience
in a corporate law or law firm environment preferred