Program Secretary
Current• Provide administrative and secretarial support to clinicians, psychiatrists, program managers, and directors.• Ensure effective communication throughout the program by distributing information appropriately.• Maintain up-to-date knowledge of the program and answer and redirect internal and external phone/fax/email inquiries.• Process client information and ordering of clinical records.• Communicate with internal and community referral sources to obtain additional information as needed• Schedule client appointments using an electronic scheduling system.• Prepare and send correspondence, as directed by clinicians, and Program and Clinical Directors.• Arrange and coordinate meetings involving internal staff as well as those from external agencies, prepare background material for meetings, take and prepare minutes, and act as a main contact for centralized room booking and OTN system for the program.• Create and maintain effective procedures to support activities of the program using network technology efficiently e.g. electronic file management, database management, appointment scheduling, statistics tracking and reporting, etc.• Order and receive materials and supplies including completion of paperwork.• Organize and maintain an effective filing and office management system• Prepare requisitions for printing, stores, work orders, etc.• Prepare accounts reimbursement and funds request forms.• Process biweekly payroll cards for program staff including maintaining appropriate supportive documentation.• Prepare necessary paperwork (e.g. PAFs, requisitions) to support staffing and personnel functions for selected program staff.• Coordinate and assist in arranging for relief for secretarial positions in the program.• Audit payroll, sick leave, vacation, and labor distribution reports and report variances to the Administration Manager; review and adjust year-end vacation, and sick leave balances.• Participate in special projects.
