Position: Administrative Support III (Secretary II)
Competition Number: 13-EXT-011
Status: 0.7 FTE (27.125hrs per week)
Closing Date: March 20, 2013
Rate Scale (hr): $22.64 to $ 25.98
Location: Rocky View General Hospital
Schedule: Monday – Friday (days)
Reporting to the AP Clerical Supervisor, this position provides secretarial and administrative support services to assigned Pathologists.
Transcribes from longhand notes or dictating equipment, types correspondence, bulletins, reports, forms, memos, etc.
Answers telephones, relays messages, and refers callers to the appropriate areas.
Assists in the preparation and submission of manuscripts and abstracts, as required. Assists with the preparation of overheads, slides, PowerPoint presentations and materials for presentations as required.
Creates and maintains Access databases.
Prepares agendas, takes, transcribes and distributes minutes of meetings. Books conference and meeting rooms, arranges for catering.
Assists with the preparation of student examinations, including preparation of teaching slides and studentships.
Assists with the preparation of research grants including forms completion, monitoring funding available/spent, transferring funds.
Assists with pathologists’ research projects including maintaining statistics, creating and entering data into research databases.
Acts as liaison in lymphoma consults between pathologist, physicians’ offices, other CLS sites and/or departments.
Assists with duty rota/call schedule as required.
Liaises with CLS and U of C to create slides from electronic files, photographs from digital images, and posters for lectures/conferences. Scans specimen slides for creation of digital images for insertion into PowerPoint presentations.
Liaises with U of C to coordinate post doctoral hires, payroll, and benefits.
Liaises with U of C grad office to coordinate Clinical Clerkship and Master’s students.
Acts as resource to staff to provide support and troubleshoot problems with computers, printers, software, etc.
Makes travel arrangements, compiles and submits expenses.
Updates pathologists’ annual reports, curriculum vitae and association membership status (e.g. Alberta Medical Association).
Retrieves appropriate medical information from health records, reports, slides. Gathers material for weekly Rounds and distributes accordingly.
Organizes and maintains filing systems.
Orders and distributes books and other reading material.
Requests office supplies, as required.
Operates copying equipment, fax machine, and other office equipment as required.
Opens, sorts and distributes mail.
Other related duties as assigned.
Professional and ethical responsibility to protect privacy, use confidential information appropriately, and maintain the confidentiality and security of all information related to patients, staff and the business of CLS.
Demonstrates Professionalism, Respect/Caring, Integrity, Dedication and Excellence (PRIDE) in the work environment.
Key Skills and Aptitudes
High school graduation, post secondary education in secretarial arts may be preferred.
Excellent word processing skills, good knowledge of Microsoft office products.
Knowledge and/or expertise related specifically to the operational area.
Secretarial experience is preferred.
Knowledge of Peoplesoft an asset.
Knowledge of PathNet an asset.
Good communication and interpersonal skills.
Knowledge or expertise related specifically to the operational area.
Ability to work as a member of the departmental team, provides support to a number of staff members, and meets deadlines.