Office Manager

Office Manager

The Office Manager performs a variety of secretarial and clerical duties to support the goals and activities of the Education and Infection Control Departments. Under the supervision of the Director of Education, the Office Manager organizes and implements secretarial and clerical processes to assure efficient department operations. The Office Manager oversees clerical staff in the Education, Diabetes Directions and Infection Control departments.

• Types and proof reads all materials and correspondence.
• Accurately enters data into department database as directed.
• Establishes priorities to ensure the timely completion of tasks; completes identified priorities within 2 hours of request.
• Demonstrates flexibility in managing multiple tasks and establishes priorities for other clerical staff.
• Assists in planning, developing, typing and distributing the monthly education calendar.
• Sorts and distributes mail to appropriate personnel on a daily basis; identifies priority mail and brings it to personnel’s attention.
• Answers phone, monitors phone messages and refers messages to appropriate personnel.
• Problem solves messages; demonstrates creativity in development of education brochures, handouts and educational catalogs.
• Utilizes wide range of resources to personalize educational materials.
• Maintains and collects data on projects as needed, including quality data for Balanced Scorecard; prepares Balanced Scorecard for Director’s review.
• Prepares and submits biweekly payroll; maintains and documents sick/absent and overtime.
• Generates appraisal process/paperwork for Director; schedules and coordinates department meetings and maintains calendar for Director.
• Assists in designing forms to facilitate department activities and recommends changes to forms for clarity.
• Assists in preparing audiovisual materials as needed and serves as a resource for the use of Atrium Conference Room audiovisual equipment; assists in distribution and monitoring of audiovisual materials and departmental equipment.
• Updates mailing lists and prepares bulk mailing for distribution as requested.
• Orders office supplies as needed and ensures office supply expenditures stay within budget guidelines; monitors expenses and outstanding budget requests/invoices for timely payments.
• Photocopies and faxes materials within 24 hours as requested; ensures timely repair of department equipment.
• Send out agenda minutes to committee meetings when requested and transcribes meeting minutes in a timely manner.
• Maintains accurate employee mandatory education records; monitors hospital department mandatory completion to ensure completion within timeframe; monitors and records payment of program fees; provides educational record reports to educators and hospital departments as requested.
• Assists in reconciling financial account on a monthly basis; tabs surveys as directed; files departmental correspondence as requested; identifies efficient filing methods.
• Maintains up-to-date program registration book; maintains accurate Tuition Reimbursement records; collaborates with Accounts Payable to meet specific employee needs; maintains accurate staff attendance for monthly staff meetings.
• Appropriately delegates to and supervises volunteers assigned to department; serves as mentor for new Unit Secretaries when requested; maintains security of all data and communication; updates policy manuals within the department.
• Assists in providing new employees/contract workers with orientation materials (OSHA, Medication Tests, Contract Worker Orientation); plans student clinical rotations to meet college/unit requests.
• Organizes and monitors health requirements and compliance for students; works collaboratively with managers and Print Shop to draft, design, and conduct timely printing and distribution of new/revised forms; offers suggestions on design and format of new forms; monitors printing requests; accurately maintains Forms Log.
• Coordinates activities for education clerical support personnel; provides input for performance appraisals for clerical staff in Education, Infection Control, and Diabetes Directions departments; ensures efficient functioning of…