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Secretary Job Description

Overview
WORKING TITLE
  • Secretary
    		•  PERCENT OF FULL
  • 50
    		•
    DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Under close supervision, the incumbent assists with clerical functions, general office duties and transcription. The incumbent will transcribe tapes from the Schizophrenia Research Program's Principal Investigator, which include scientific manuscripts, manuscript reviews, letters and meeting minutes. Other duties include searching reference databases and printing out new abstracts relevant to research conducted by the faculty, preparing human subject testing day forms, processing medical record requests, mailing out reprints, photocopying, filing, and data entry. Incumbent will also be responsible for any other general office and administrative duties as required.
    • SPECIAL CONDITIONS OF EMPLOYMENT
  • None
    • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
  • None
    • EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
  • None
    • For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • No
    		•  IS C.O.I. DISCLOSURE REQUIRED
  • No
    		•
    IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
    		•  (Dept only) REQUESTED HEERA
  • All Others, not Confidential
    		•
    (Central HR only) APPROVED HEERA
  • All Others, not Confidential
    		•
    FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  Data Entry    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    Entering human subject data into speadsheets and databases in an accurate and error-free manner
    FUNCTION NAME
    (2.)  Word Processing and Medical Record Requests    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    Prepare letters, documents and forms using Microsoft office
    Edit existing documents
    Prepare medical record request letters and send to appropriate medical doctor or medical facility via fax or mail
    Process medical records requests in a timely manner
    Route received medical records to research laboratory
    FUNCTION NAME
    (3.)  Filing    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    File all photocopies of Express Card transactions, Human Subject Advance Requests, and all other correspondences regularly
    File progress notes and lab results as soon as possible in accordance to HIPAA law
    File medical doctor notes in human subject file folders before returning to file cabinet

    FUNCTION NAME
    (4.)  General Office    		 %TIME
    10%    		 ESSENTIAL
    True
    TASKS
    Any other general office and administrative duties as required
    Order office supplies for laboratory
    FUNCTION NAME
    (5.)  Transcription    		 %TIME
    10%    		 ESSENTIAL
    True
    TASKS
    Transcribe manuscript reviews
    Transcribe letters and other correspondence
    Transcribe meeting minutes
    FUNCTION NAME
    (6.)  Photocopying    		 %TIME
    10%    		 ESSENTIAL
    True
    TASKS
    Photocopying all documents (i.e., purchasing transactions, travel reimbursement receipts, manuscripts, etc.) as needed
    FUNCTION NAME
    (7.)  Reprint Requests    		 %TIME
    5%    		 ESSENTIAL
    True
    TASKS
    Processing and compiling reprint requests for several Department of Psychiatry faculty
    Mailing the requested reprint to the correct, and often international address, in a timely manner
    FUNCTION NAME
    (8.)  Reference Update    		 %TIME
    5%    		 ESSENTIAL
    True
    TASKS
    Search PubMed database for publications of interest for several Department of Psychiatry faculty
    Add relevant publications into EndNote reference database
    Add relevant publication into Investigators curriculum vitae
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Word processing skills including the ability to type 50 words/minute and experience with word-processing software (Microsoft Word). * Required
      Experience operating Dell compatible computers and various software programs. * Required
      Familiar with basic medical and scientific terminology. Required
      Ability to enter data accurately into manual logs and computer database. Very detail oriented. * Required
      Ability to operate business equipment such as dictation machines, fax machines, copy machines, typewriters, etc Required
      Working knowledge of Microsoft Word, Excel, Reference Update, and EndNote. * Required
      Ability to file records in chronological and alphabetical order. * Required
      Ability to proofread work ensuring accuracy of grammar, punctuation and spelling. Required
      Excellent general office and clerical skills Required
      Ability to compose letters, memoranda, minutes of meetings, etc utilizing appropriate formats and styles Required
      Good communication and interpersonal skills * Preferred
      Ability to be flexible and willing to learn new skills and adapt to changing needs; ability to be a team worker Preferred
      Ability to maintain good work habits, punctual and maintains regular attendance * Required

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