Capital Caring Health · 1 day ago
Department Secretary
Fairfax County, VA
Full-time
Onsite
Entry Level
$19.68/hr - $28.34/hr
1+ years expCapital Caring Health is dedicated to providing outstanding patient care and high levels of customer service in their communities. The Department Secretary is responsible for routine administrative support for the assigned department, which includes managing correspondence, coordinating meetings, and maintaining departmental files.
AdviceHealth CareHospital
Responsibilities
Provides routine administrative support for the assigned department(s)/Manager(s)
Coordinates, schedules and sets-up meetings; prepares agendas/meeting minutes and sends group reminders
Manages mailings, duplication and dissemination of information
Prepares and processes internal and external correspondence
Organizes, maintains and updates departmental files and orders office supplies
Anticipates the needs of and provides support for the functions of the assigned department(s)/location(s)
Assists with presentation handouts, overheads, etc
Assists with compiling reports
Provides phone coverage when needed
Performs other duties as assigned
Maintains in strict confidence all information and documents concerning the Company and any aspect of its operations which are shared with, under the review of, or maintained or created by the Legal Department, including, but not limited to, proprietary and privileged documents and patient records
Processes and files daily mail of Legal Department
Receives and relays Legal Department telephone calls
Assists with online research, compiling reports, and document production
Sets up, maintains, marks up, of contract/vendor records in e-files and within contract management software
Supports legal research and communications with agencies, vendors, experts, Lawyers, opposing counsel and other staff and third parties
Facilitates the meeting of deadlines by keeping multiple agendas and providing timely reminders
Proofreading and editing of legal and contractual documents
Prepare forms including licensure applications and beneficiary form
Documents and maintains details on all tasks managed and/or (i.e. litigation, research, projects, contracts) assigned to department, to include internal and external follow up with involved parties as necessary
Implements and maintains office systems
Files, organizes, scans and copies legal documents in a timely manner
Prepares and/or processing third party invoices and department credit care reconciliation submissions
Supports operations of the Corporate Headquarters Mailroom including, but not limited to daily sorting, scanning, and distribution of all mail and application of postage of outbound mail
Oversite of donor funds, including ordering items, ensuring delivery of items, and tracking all inventory
Coordinate with multiple departments who participate in the donor funded programs
Review and improvement of procedures related to inventory as needed
Qualification
Required
High school diploma; Associate's degree or an equivalent combination of work experience and education
Minimum of one (1) year of progressively responsible administrative assistant/secretarial experience
Well-developed organizational and computer skills; attention to detail with high degree of accuracy
Well versed in Microsoft PowerPoint, Word and Excel
Ability to handle physical workload involved and stress of working in a hospice care organization
Ability to work independently and prioritize multiple tasks under minimal direction
Self-starter who completes assignments accurately and in a timely manner
Strong (verbal and written) communication skills, including face-to-face, telephone, and correspondence
Must be able to interact successfully with patients and families and other agencies, as needed, presenting a positive and professional image
Able to demonstrate strong ethical base related to mission, including confidentiality, sensitivity, and flexibility
Must satisfactorily complete competency requirements for this position
Must be a notary public or become one within 90 days of hire
Ability to type at least 50 wpm with high accuracy
Able to effectively prioritize and meet deadlines
Preferred
Previous healthcare experience and medical terminology preferred
Previous contract administration/database management experience preferred
Previous experience in supporting legal department operations preferred
Previous experience in healthcare, non-profit, hospice, and/or bereavement services preferred
Well versed in Microsoft PowerPoint, Word, Excel and Smartsheets with an ability to develop new templates in these systems
Company
Capital Caring Health
Capital Caring Health provides hospice, palliative care and counselling to patients of all ages with serious illness and their families.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Matthew Kestenbaum, MD, FAAHPM
Chief Medical Officer
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