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Department Secretary / HR Operations / Sharp Chula Vista / Per Diem / Day Shift

Job ID JR133675 Date Posted 01/23/2023
Chula Vista, California
  • Chula Vista Medical Center
  • Day
  • Per Diem
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Shift Start Time:

7 AM

Shift End Time:

3:30 PM

Additional Shift Information:

7:15 am - 3:45 pm

Weekend Requirements:

As Needed

On-Call Required:


Hourly Pay Range (Minimum - Midpoint - Maximum):

$24.587 - $30.733 - $36.880

The stated pay scale reflects the range that Sharp reasonably expects to pay for this position.  The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant’s years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices.

What You Will Do
To provide secretarial support to the Manager and the department. Duties include maintaining daily operations of the administrative office, calendaring, greeting visitors, assisting staff as needed and working on various administrative projects.

Preferred Qualifications
  • H.S. Diploma or Equivalent
  • 2 Years secretarial experience.

Essential Functions
  • Meeting Coordination
    Schedules meetings and related resources (room, AV, food, etc.) and confirms participants.
    Prepares agenda and attachments, attends and takes minutes for meetings as directed. Coordinates, types, copies, posts and distributes minutes in a timely manner.
    Coordinates schedule of designated individual(s) using appropriate computer applications and ensures schedule is current and accurate. Coordinates meetings and schedules to ensure there are no conflicts.
    Schedules special functions as directed.
  • Customer service
    Alights with departmental patient experience goals and objectives.
    Demonstrates good communication/guest relations by speaking clearly.
    Treats each inquiry professionally and politely
    Strives to always answer questions or refer caller to correct department.
    Greets and makes welcome a variety of customers by the telephone and in person.
    Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance.
    Uses scripts as appropriate including answering phones, transferring calls and service recovery.
    Responds to all inquiries with a timeliness that promotes customer satisfaction.
    Communicates effectively with all levels of staff and uses chain of command.
    Adheres to deadlines and communicates conflicting priorities to appropriate person.
  • General clerical duties
    Prepares correspondence, memos, spreadsheets, flyers and other documents as requested. Reviews and edits materials as requested.
    Prioritizes mail (including electronic mail), checks deadlines and initiates responses/action items or refers appropriately.
    Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated time frames. Distributes mail as appropriate.
    Develops and maintains databases and uses computer applications as appropriate.
    Maintains organized department records, files and manuals to ensure efficient retrieval of documents.
    Information and records are kept confidential per guidelines.
    Ensure department files are archived appropriately per standard.
    Assists with completing Human Resources related tasks (maintaining licenses/certifications, performance reviews, timecard maintenance, etc.)
    Complete department specific forms/record/data management per guidelines.
    May coordinate classes for the department (registration/class count, send reminders, ordering materials, updating class documents, manage invoice/deposit, etc.).
    May maintain CEU issuance requirements.
  • Department efficiency and effectiveness
    Resource person within department and to other secretarial/administrative staff and the leadership team.
    Maintains organized and orderly work space.
    Orders supplies, forms and equipment, maintains stock per guidelines.
    Completes requisitions and obtains necessary authorizations.
    Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g. fax, copier, printer, laptop, Proxima) to initiate repair.
    Manages department resources (e.g. keys, signage, mail boxes, lockers, other per guidelines).
    Coordinates office moves, space modifications, computer, etc.
  • Safety
    Adheres to all Sharp and department safety guidelines and regulations.
    Completes Safety Education.
    Identifies and reports any safety hazards.
  • Work responsibilities
    Accepts new assignments and deviations from standard work days positively.
    Able to handle more than one task at a time and accurately determines priority of tasks.
    Has a positive and professional attitude and demonstrates team work skills.
    Follows guidelines on use of Paid Time Off and no tardiness.
    Complies with organizations/department/unit mandatory education and certification standards.

Knowledge, Skills, and Abilities
  • Computer skills including Microsoft 365/Office Suite preferred.

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class

H.S. Diploma or Equivalent
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"After nearly 10 years of working here, it's still one of the hardest jobs I've ever loved. If you find a niche here, you'll be working with some of the smartest in the industry. This is where they'll respect you for thinking outside the box and kindness matters. They expect consistency and hard work, but pay you well to do it."

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