ADMINISTRATIVE SECRETARY JOB DESCRIPTION

An Administrative Secretary who handles scheduling, payroll, and patient-facing intake well is invisible. One who does not will surface in missed payroll cycles, misfiled HIPAA-sensitive records, and patients left waiting without direction. Healthcare organizations carry significant administrative load across nursing units, behavioral health programs, and diversity offices, and this role absorbs that load at the department level. The Administrative Secretary in this setting answers to department directors or chief nursing officers, owns the operational rhythm of a single unit, and directly affects whether clinical and administrative staff can do their own jobs without interruption.

As the Administrative Secretary, you will manage scheduling, correspondence, payroll coordination, and records maintenance for a healthcare department, serving as the primary operational contact for staff, patients, and external partners. The position sits within a department-level team, supporting leaders at the director or CNO level across clinical, behavioral health, or administrative program settings.

Career Impact: Healthcare administrative experience across HIPAA-governed environments builds a record of regulatory competency that distinguishes candidates for senior coordinator and office manager roles in hospital systems.

Business Impact: Nursing educators, behavioral health program managers, and diversity office directors depend on accurate scheduling, compliant recordkeeping, and timely payroll processing to run their programs without operational gaps.

Growth Opportunity: Exposure to HR processes, contract tracking, and continuing education administration in a hospital setting expands your scope toward roles such as Administrative Coordinator or Department Operations Manager.

• Maintain department calendars and schedule meetings, interviews, and events for director-level or CNO-level staff.
• Coordinate payroll cycles, process timekeeping records, and flag discrepancies to department leadership for resolution.
• Draft, proofread, and distribute correspondence, reports, agendas, and program materials across internal and external recipients.
• Manage confidential personnel and patient files in compliance with applicable healthcare privacy requirements.
• Greet and direct patients, visitors, and clinical staff, and support front desk or switchboard operations as assigned.
• Support HR tasks, including screening, scheduling, and data entry into hiring and onboarding systems.
• Monitor department email inboxes, route inquiries to appropriate staff, and follow up to confirm completion.
• Process invoices, track billing reconciliations, and assist with supply ordering and equipment maintenance reporting.

• High school diploma or equivalent, or equivalent work experience in an administrative support capacity.
• 2 or more years of administrative support experience, with demonstrated responsibility for scheduling and recordkeeping.
• Working knowledge of healthcare privacy standards and confidential records handling protocols.
• Proficiency in word processing, spreadsheet, and calendar management software at an intermediate level.
• Strong written and verbal communication skills, with the ability to interact professionally with clinical staff and patients.
• Ability to manage multiple concurrent tasks accurately and independently with minimal supervision.

• Associate's or bachelor's degree in business administration, health information management, or a related field.
• Experience supporting payroll or timekeeping processes in a hospital or multi-program healthcare setting.
• Bilingual proficiency in Spanish or American Sign Language, particularly for behavioral health or community-facing roles.
• Familiarity with HIPAA compliance procedures and healthcare records management practices at the department level.

• Payroll cycle accuracy rate, measuring the percentage of timekeeping records processed without correction.
• Demographic data accuracy maintained at or above the 90% threshold for patient intake records.
• Correspondence turnaround time, tracking days between receipt and distribution of department documents.
• Scheduling conflict rate, reflecting how often calendar errors require same-day correction by leadership.
• Invoice processing cycle time, measuring days from receipt to submission for departmental billing.
• Typical tools: office productivity suites (commonly Microsoft Word, Excel, and Outlook); scheduling and timekeeping systems (commonly Kronos or equivalent).

• Base Salary Range: $38,000 to $52,000 annually, depending on setting and seniority
• Bonus: Merit-based increases common; formal bonus structures rare at this level
• Equity: Not typically offered for this role
• Health Benefits: Medical, dental, and vision coverage standard in hospital and health system employment
• PTO: 10 to 15 days annually, plus paid holidays; accrual-based plans common
• Common Perks: Tuition reimbursement, employee assistance programs, and shift differential pay where applicable

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background screening, including criminal history and where applicable drug testing, is a condition of employment in this healthcare setting. All qualified applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Candidates requiring reasonable accommodation during the application or onboarding process may request it at any time. Applicants must be authorized to work in the United States.

The Administrative Secretary owns a broad range of operational and administrative functions for the Office of Diversity, Equity, and Inclusion, including Kronos payroll oversight, contract tracking, and HR support through the Taleo system. Reporting to the CDEIO director and collaborating with project leads and hospital departments across the MGB system, the Administrative Secretary enables accurate, organized support that keeps departmental programs and community partnerships running effectively.

Key Responsibilities

• Schedule meetings, conference calls, and maintain director-level Outlook calendars in coordination with other administrative staff.
• Prioritize and problem-solve with project leads regarding important projects and deadlines.
• Assist CDEIO with special projects, including brainstorming collaborations, connecting with community partners, and documenting project workflow.
• Prepare reports documenting projects, collaborations, and proposals for the ODEI and other departments within the MGB system.
• Communicate accurately and pleasantly with incoming inquiries, greet department visitors, hospital staff, and patients.
• Manage incoming and outgoing facsimile messages and reroute when appropriate.
• Maintain and distribute new program information, including reports, brochures, fact sheets, and giveaways.
• Establish and maintain electronic filing systems to ensure prompt retrieval of information.
• Manage office supplies, services, and equipment, and report maintenance problems per hospital protocols.
• Oversee Kronos timekeeping payroll cycles for several hospital programs, including both monthly and weekly payroll.
• Assist with HR activities, including posting, screening, tracking, scheduling, and inputting data into the Taleo hiring system.
• Track billing, collections, and reconciliations for hospital invoiced contracts.
• Prepare departmental correspondence, reports, agendas, spreadsheets, and presentations using MS Office, and coordinate contract development and renewal tracking.

Required Qualifications

• Bachelor's degree required.
• Minimum of 5 years of progressively responsible office support experience preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet research (Training provided in eBuy, Kronos, and PeopleSoft).
• Excellent organizational, written, and verbal communication skills required.
• Ability to work independently and as part of a team, building solid working relationships.
• Ability to effect positive change management in systems and protocols.
• Ability to work in a fast-paced environment.
• Consistent demonstration of Company values: integrity, compassion, respect, diversity, teamwork, excellence, and innovation.

Embedded within a supervisory administrative structure, the Administrative Secretary supports high-volume correspondence, confidential records, and meeting documentation across government or organizational operations. Working closely with supervisors, subordinate typing staff, and internal departments, the Administrative Secretary delivers accurate, well-organized administrative output that enables efficient information flow and timely decision-making at all organizational levels.

Core Functions

• Reproduce and type dictation from various sources of a difficult and sometimes confidential nature, including minutes and proceedings of meetings, hearings, and conferences.
• Draft and type letters, reports, and memoranda for supervisor approval.
• Type correspondence, reports, documents, and records from equipment, including typewriters, word processors, CRT terminals, personal computers, and printers.
• Relieve supervisor of administrative details, including receiving calls and callers, determining their needs, and transmitting factual information.
• Schedule appointments, arrange conferences or meetings as requested, and respond to requests for administrative information.
• Set up and maintain confidential and regular correspondence files.
• Read and summarize reports to facilitate supervisor review, prepare office reports as directed, and tabulate data from multiple reports.
• Organize and prepare work materials for meetings and conferences, including agendas, reports, and resolutions.
• Assign tasks, review typed correspondence and reports for accuracy and proper grammatical usage, and instruct subordinates in proper processing and filing procedures.
• Operate a personal computer using application programs for data input and retrieval.
• Supervise one or more employees in the typing of correspondence and reports as needed.

Qualifications & Experience

• Thorough knowledge of office terminology, methods, procedures, and equipment.
• Good knowledge of proper grammatical usage, punctuation, spelling, and agency procedures for correspondence and memoranda.
• Working knowledge of vocabulary, clerical procedures, and terms commonly used in the organization.
• Ability to type at a minimum of 35 words per minute.
• Ability to understand and carry out complex oral and written directions.
• Ability to operate data processing equipment, including personal computers, for application programs and data input and retrieval.
• Ability to plan and supervise the work of others.
• Tact, courtesy, neat appearance, sound judgment, and physical condition commensurate with the demands of the position.

Reporting to Student Services leadership, the Administrative Secretary serves as the primary point of contact for students and prospective students, managing admissions inquiries, exam scheduling, and CRM data entry across law school offices. Partnering with career services staff, event planning teams, and external employers, the Administrative Secretary supports the smooth delivery of student-facing programs and ensures institutional data accuracy in compliance with FERPA regulations.

Primary Duties

• Serve as a first point of contact for students and prospective students seeking assistance from Student Services Offices.
• Provide excellent customer service in all aspects of the position.
• Assist prospective students in the admissions process by answering inquiries, processing applications, creating applicant files, and conducting campus tours.
• Support career services and externships by collecting student and graduate information, maintaining records, coordinating interviews, and communicating with prospective employers.
• Coordinate logistics of exam scheduling and administration, with a focus on accommodated and deferred exams.
• Provide administrative support for law school events, including communicating with speakers, managing registrations, preparing materials, and coordinating with event planning staff.
• Handle issues tactfully and maintain confidentiality in compliance with FERPA regulations.
• Collaborate with law school offices to resolve matters related to student issues.
• Verify, input, update, and report data using various CRM and student information systems for internal and external constituencies.
• Serve as backup support within the school when necessary and attend events related to student services.

Skills & Qualifications

• High school diploma or equivalent required.
• 3 or more years of experience in an administrative support, secretarial, or office clerical role.
• Experience in higher education, preferably in student services.
• Experience in enterprise database or related systems.
• Experience with Datatel/Colleague, ACES2, 12Twenty, Examsoft, and Canvas preferred.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, analytical, interpersonal, and communication skills, both oral and written.
• Ability to work collaboratively with teams to accomplish goals.
• Must be able to sit at a desk for extended periods, perform basic manual dexterity tasks, lift under 25 lbs., and move between workstations and campus buildings.

Sitting at the intersection of client-facing correspondence and financial documentation, the Administrative Secretary produces cash statements, valuations, and mail merges while maintaining high standards across all written and verbal communications. Operating across administrative support functions throughout the organization, the Administrative Secretary enables timely, accurate client documentation and ad hoc project assistance that upholds company systems and procedures.

Duties

• Perform audio typing from various sources.
• Maintain, track, and manage emails.
• Create mail merges.
• Produce cash statements and valuations.
• Ensure a high standard of correspondence, both verbal and written.
• Provide support to all areas of the organisation when required.
• Assist with ad hoc projects as assigned.

Requirements

• Grades A-C at GCSE or equivalent in English and Maths.
• Proven interest in an administrative career.
• Willingness to undertake further professional qualifications.
• High level of attention to detail.
• Ability to produce client documentation to a high standard.
• Fully competent in client administration processes in compliance with company systems and procedures.

Reliable front-office operations depend on the Administrative Secretary, who handles phone routing, mail sorting, payroll assistance, and inbox monitoring to keep daily staffing administration running without interruption. Based within the Intrastaff administrative team and serving staff across the organization, the Administrative Secretary supports accurate, timely internal communications and scheduling management that enable consistent operational performance.

Activities

• Route phone calls to the appropriate staff.
• Sort and scan mail.
• Order office supplies as needed.
• Assist with payroll administration tasks.
• Sort new hire lists as assigned.
• Monitor the Intrastaff email inbox.

Position Requirements

• High school diploma required.
• 2 or more years of customer service experience.
• Proficiency in Microsoft Word, Excel, Outlook, and Foxit PDF creation and management.
• Ability to learn and use the B4Health scheduling management system.
• Excellent communication skills, both written and verbal.
• An articulate and personable phone manner.
• Attention to detail with the ability to handle confidential information appropriately.

As the Administrative Secretary, this role provides advanced, confidential administrative and secretarial support across management, airport offices, and staff within a tailor-made aircraft maintenance and repair solutions environment. The administrative team relies on this work to maintain accurate filing systems, coordinate management calendars and meeting documentation, and sustain the high service standard the company is known for across all internal and client-facing communications.

Operational Focus

• Perform advanced, diversified, and confidential administrative and secretarial support of the office.
• Compose routine and non-routine correspondence, memoranda, and confidential reports.
• Coordinate communication between management, airport offices, and staff, providing support as appropriate.
• Answer, screen, and refer telephone calls and visitors, and follow up to ensure completion of routed matters.
• Review and respond to mail and enquiries, and determine appropriate action.
• Generate business documentation, including presentations, reports, and spreadsheets, in consultation with the team.
• Schedule and maintain a calendar of appointments and meetings, draft minutes of meetings and division committees, and prepare complex reports, manuals, and agendas.
• Manage office equipment, purchases, leases, and supply inventory.
• Welcome guests, provide general support to visitors, and service the secretarial needs of company managers.
• Maintain and develop the current filing system.

Knowledge, Skills & Abilities

• Degree in Business Administration.
• Previous relevant experience and experience in the coordination of administrative activities.
• Excellent knowledge of the MS Office Suite.
• Fluent written and oral English required, Greek is a must, and knowledge of Romanian and/or Albanian considered a plus.
• Strong interpersonal, communication, and organizational skills.
• A focus on accuracy and attention to detail.
• Excellent time management skills with the ability to multi-task, prioritize, and use own initiative.
• Ability to work both independently and as a team member with professional judgment and discretion regarding confidentiality.

Administrative Secretary shapes the daily operational rhythm of a school district department or school site, handling scheduling, payroll processing, confidential file management, and community-facing inquiries across a broad clerical scope. Success in the position means serving as a dependable, organized point of coordination for staff, vendors, parents, students, and community members while ensuring compliance with district agreements, contracts, and applicable regulations.

Key Deliverables

• Schedule meetings, conferences, interviews, in-services, and workshops, and maintain appointment schedules.
• Prepare correspondence following the supervisor's instructions.
• Place, screen, and forward telephone calls throughout the department or school site.
• Coordinate, schedule, and prioritize assigned tasks and projects, and communicate new or revised information to personnel.
• Maintain confidential personnel and student files, records, and databases.
• Schedule employment interviews, conduct reference checks, process payroll actions, and maintain attendance and payroll records.
• Respond to inquiries from staff, vendors, contractors, parents, students, and the community.
• Process and monitor a variety of agreements, contracts, and applications.
• Order and maintain office equipment.

Professional Experience

• High school diploma or GED plus 1 year of experience in a professional office, or equivalent combination of education and experience.
• Must be able to type a minimum of 55 words per minute.
• Knowledge of office operations, records management, and basic accounting principles.
• Knowledge of applicable federal, state, and local regulations, PUSD policies, and customer service principles.
• Skilled in creating and managing documents and reports, establishing effective working relationships, and operating a personal computer with a variety of software applications.
• Ability to lift and carry supplies up to 20 pounds and work outside normal working hours.
• Must obtain and maintain an Arizona driver's license.
• Must pass a fingerprint and background clearance check.

The Administrative Secretary delivers front desk and switchboard operations as the first point of contact for consumers, vendors, and visitors at a behavioral health facility, maintaining 90% demographic accuracy and managing lobby flow for appointment-based services. Reporting to the Business Manager and collaborating with clinical and administrative staff, the Administrative Secretary ensures customer satisfaction through timely, professional, and bilingual service interactions that support program performance standards.

Areas of Ownership

• Exhibit excellent customer service skills in all interactions with consumers, vendors, and visitors.
• Greet, direct, and register consumers for appointments, and monitor and control lobby flow.
• Answer and direct phone calls, maintaining front desk and switchboard operations.
• Maintain 90% accuracy of demographic information, and distribute and collect customer satisfaction surveys and pre-appointment packets.
• Keep the lobby clean and presentable at all times, and bring problems to the attention of the Business Manager.
• Attend all required trainings and meetings as directed, meeting minimum performance requirements for customer service, switchboard, and front desk operations.

Education & Experience

• High school diploma or GED.
• 1 to 2 years of customer service experience required, experience in an office or MHMR setting preferred.
• Bilingual in Spanish required, American Sign Language a plus.
• Must meet bi-annual and annual training minimums for customer service, switchboard, and front desk operations.
• Demonstrated computer skills, including Windows, Microsoft Suite, email, and word processing programs.
• Analytical, problem-solving, and communication skills.
• Professional acumen, business ethics, and respect for confidentiality.
• Ability to calculate figures accurately, apply common sense.
• Exercise tact and diplomacy, work cooperatively, multi-task, and accommodate high volume.

Embedded within a youth-serving agency, the Administrative Secretary supports program leadership across all DE programs by maintaining agency filing systems in compliance with state and federal oversight requirements, scheduling appointments, and assembling intake packets. Working closely with program leadership, case staff, and program youth, the Administrative Secretary enables accurate program documentation and organizational systems that support effective service delivery and case recordkeeping across the agency.

Role Responsibilities

• Organize, oversee, and maintain agency filing systems for all programs to ensure accurate documentation of program activities.
• Collaborate with program leadership in the development and revision of case record-keeping policies and procedures.
• Create systems to improve organization and processes around the office.
• Perform word processing of documents and reports as required.
• Schedule appointments and assemble intake packets for all programs.
• Supervise and transport program youth as assigned, and assist the team during case emergencies.

Background & Experience

• High school diploma required.
• Knowledge of clerical and office procedures.
• Strong skills in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent customer service, communication, and organizational skills.
• Ability to handle numerous tasks simultaneously.
• Ability to work effectively in a team context, maintain a high level of accuracy, and exercise attention to detail and confidentiality.
• Valid DE driver's license and reliable vehicle required.

Reporting to patent attorneys, the Administrative Secretary manages the full administrative lifecycle of patent filings, including document preparation, docket management, deadline tracking, and electronic submission through IP2SG, within a legal intellectual property setting. Partnering with attorneys, clients, and patent offices, the Administrative Secretary enables the accurate, timely processing of IP documentation that protects client interests and maintains compliance with patent office requirements.

Job Functions

• Prepare and edit official documents for submission to patent offices.
• Docket official documents received from patent offices.
• Monitor and track crucial deadlines and update the internal tracking system.
• Prepare reminders, general correspondence, and invoices for clients.
• File patent forms through the Electronic Filing System IP2SG.
• Assist patent attorneys in managing client files and handle general secretarial and administrative duties.
• Monitor incoming and outgoing emails.

Minimum Qualifications

• Five O-level passes with credit in English, or a secretarial certificate.
• 3 to 5 years of relevant work experience in patent administration, including experience using IP2SG preferred.
• Experience in a legal secretarial or administrative role.
• PC literate in MS Office with good word processing skills.
• Ability to communicate fluently in English, both written and spoken.
• Strong attention to detail, good time management, and organizational skills.
• Ability to multi-task and handle high volumes of work in a fast-paced environment.
• Must be a good team player, willing to work extra hours if required, and able to work independently under pressure and deal tactfully with people at all levels.

Sitting at the intersection of nursing education administration and departmental operations, the Administrative Secretary supports Nursing Educators and the Chief Nursing Officer by scheduling events, coordinating catering, processing invoices in PeopleSoft, and onboarding nursing students through confidentiality agreements. Operating across the nursing education department and liaising with new students, faculty, and food service vendors, the Administrative Secretary enables the smooth functioning of continuing education programs and departmental communications within a hospital setting.

What You'll Do

• Work closely with Nursing Educators and the Chief Nursing Officer to support departmental operations.
• Schedule events and meetings, and coordinate with Food Service for catering arrangements.
• Function as a liaison and interface with new nursing students to sign confidentiality agreements.
• Request computer access for faculty and nursing students.
• Assist nurses in accessing the system for continuing education modules.
• Process invoices in PeopleSoft.

Experience & Qualifications

• High school diploma or equivalent required, some college preferred.
• Minimum of 2 years of experience encompassing administrative functions.
• Proficiency with Microsoft Word and Excel.
• Ability to create department forms, newsletters, and patient information literature.
• Must be able to perform basic arithmetic.
• Ability to communicate effectively in English, with sufficient skill to proof and perform minor editing of routine office correspondence and forms.

A key member of the IT division's administrative team, the Administrative Secretary supports complex financial recordkeeping, budget preparation, and staff supervision alongside a broad range of technical clerical functions for city operations. Collaborating across city departments, clerical staff, and division leadership, the Administrative Secretary ensures accurate financial reporting, efficient office workflows, and well-supported boards and committees that enable consistent municipal service delivery.

Accountabilities

• Plan and perform complex administrative office coordination, relieving supervisors of technical, clerical, and administrative duties.
• Compose, prepare, type, edit, and proofread a variety of correspondence, memos, reports, and other materials for proper grammar and formatting.
• Answer telephones and emails, provide information and assistance to city staff and the public, and refer calls to appropriate staff or departments.
• Organize and coordinate office functions, activities, and communications to ensure efficient workflow and operations.
• Maintain complex financial records and files about expenditures, budget balances, investments, and payroll, and prepare status reports, charts, and graphs.
• Assist in budget projection, preparation, appropriation, and control, and prepare a variety of financial and narrative reports.
• Operate office machines, including computers, applicable software, copiers, and calculators.
• Assist with the development and implementation of new systems and procedures based on new policies or research and analysis.
• Provide excellent customer service, greet visitors, and direct them to the appropriate person.
• Train, schedule, and assign duties to clerical staff, supervise and evaluate personnel performance, and facilitate the accurate flow of information.
• Attend staff meetings, maintain regular attendance, travel as required, and arrange travel schedules and reservations for division staff.
• Assist in conducting departmental studies, prepare purchase orders for supplies and equipment, and provide staff support for boards and committees, including reports, agendas, and meeting minutes.

Technical Qualifications

• High school degree or equivalent, supplemented by coursework in business administration or office management.
• 3 years of increasingly responsible administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Professional, and SharePoint.
• Knowledge of modern office practices, budget preparation, and records management.
• Understanding of applicable laws and regulations, and principles of supervision and training.
• Written and interpersonal communication skills using correct grammar, tact, patience, and courtesy.
• Skills in records management, data entry, report preparation, research, analysis, problem-solving, decision-making, and financial accounting.
• Detail-oriented, organized, able to work independently with discretion and minimal direction, and able to meet schedules and deadlines.
• Valid driver's license and successful completion of a required background check.