Department Secretary

Title: Department Secretary - Part-Time - Baby Place Case Management - Bayfront Hospital - St Petersburg

Location: Saint Petersburg United States

Job Description:

Position Summary Position Summary: Position: Department Secretary Site: Orlando Health Bayfront Hospital Location: St. Petersburg, FL Department: Case Management - Baby Place Schedule: Part-Time, Days Performs a variety of administrative, secretarial, and clerical duties which support management personnel in the overall operation of a large department or service area. Must be Comfortable working with multiple priorities and projects in a fast paced environment, positive interprofessional and communication skills, and pay strong attention to detail. This role will be supporting case management services at Baby Place and will require a level II Background Check. About Orlando Health Bayfront Hospital: Orlando Health Bayfront Hospital is a comprehensive tertiary care facility that has been serving St. Petersburg and the surrounding communities for more than 100 years. It is a 480-bed teaching medical center with nationally recognized care across emergency medicine, cardiology, neurosurgery, orthopedics, women's services, and advanced surgical specialties. The hospital's Level II Trauma Center is the only adult trauma center in Pinellas County and, in partnership with Johns Hopkins All Children's Hospital, is one of Florida's 13 state-certified Level III Regional Perinatal Intensive Care Centers. A commitment to quality has earned the hospital recognition with a USA Today Top Workplaces award for 2025 and an "A" Hospital Safety Grade for Spring 2025 from The Leapfrog Group. Orlando Health Bayfront Hospital is part of the Orlando Health system of care, which includes award-winning hospitals and ERs, specialty institutes, urgent care centers, primary care practices and outpatient facilities that span Florida's east to west coasts. As part of the Orlando Health system, Bayfront combines the resources of a leading regional healthcare network with the personalized, community‑focused care that has defined the hospital for generations. Orlando Health is committed to providing you with benefits that go beyond the expected, with career-growing FREE education programs and well-being services to support you and your family through every stage of life. We begin your benefits on day one and offer flexibility wherever possible, so that you can be present for your passions. Why Orlando Health is your best place to work: Education & Career Growth Assistance Comprehensive Health & Wellness coverage and resources Financial & Retirement Planning with Company Match Excellent Company Culture and Work-Life Balance Family & Pet Support ..and more! Responsibilities Essential Functions: Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations. Schedules appointments for managers and manage departments calendars. Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits. Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed. Monitors and assists with time and attendance through KRONOS (or timekeeping system). Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns. Receives and distributes mail/faxes/electronic notifications. Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements. Assists in making appointments for patients. Consistently maintains departmental files and adheres to file maintenance and records retention schedules. Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary. Tracks progress of special projects. Performs routine problem solving. Uses discretion when working with confidential information. Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility. May have limited access to areas storing medications. Manages time autonomously, follows through on assignments and meets deadlines. Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards. Maintains compliance with all Orlando Health policies and procedures. Maintains established departmental policies and procedures. Prioritizes work load to manage multiple priorities. Enhances professional growth and development through participation in educational programs, current literature, and workshops. Performs all other duties as assigned. Qualifications Education/Training: High School diploma or equivalent. Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access). Licensure/Certification: Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred. Experience: Two years clerical or secretarial experience. Additional Requirements: Must be able to pass a level II background check

Education/Training: High School diploma or equivalent. Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access). Licensure/Certification: Certification in Microsoft Office-based products (Word, Excel, PowerPoint, Access) preferred. Experience: Two years clerical or secretarial experience. Additional Requirements: Must be able to pass a level II background check

Essential Functions: Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members. Prepares charts, graphs, etc. for presentations. Schedules appointments for managers and manage departments calendars. Maintains and orders both unit and office supplies and forms. Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits. Submits work orders for necessary housekeeping, maintenance, biomedical, engineering, or other work orders needed. Monitors and assists with time and attendance through KRONOS (or timekeeping system). Consistently assists others in resolving issues presented by callers and/or visitors and effectively refers to the appropriate person for follow up. Acts as a role model by demonstrating effective communication. Problem solves and screens phone calls, requests, and concerns. Receives and distributes mail/faxes/electronic notifications. Consistently arranges for the accurate and timely payment of departmental invoices and other disbursements. Assists in making appointments for patients. Consistently maintains departmental files and adheres to file maintenance and records retention schedules. Organizes meetings including prepares any needed reports or documents, distributes materials, records, and transcribes minutes for meetings in a timely manner. May make travel arrangements and/or arrange for refreshments if necessary. Tracks progress of special projects. Performs routine problem solving. Uses discretion when working with confidential information. Transports and delivers items, equipment, and medications (excluding controlled substances and IV chemotherapy drugs) throughout the facility. May have limited access to areas storing medications. Manages time autonomously, follows through on assignments and meets deadlines. Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards. Maintains compliance with all Orlando Health policies and procedures. Maintains established departmental policies and procedures. Prioritizes work load to manage multiple priorities. Enhances professional growth and development through participation in educational programs, current literature, and workshops. Performs all other duties as assigned.