Secretary III

Within the Division of Medical Genetics & Genomics under general supervision performs secretarial work such as composing correspondence compiling specialized reports coordinating activities and obtaining and providing factual information requiring interpretation of the policies and procedures of both the assigned and related work areas. Duties involve the use of telephones personal computers computer terminals and a variety of software and/or conventional office equipment.

Position Responsibilities:

Scheduling and Organizing
Coordinates and organizes activities and/or events for department requiring independent decision making and judgment within established parameters regarding selection of speakers event spending etc. that is more complex and non-routine. (preparing meeting agendas scheduling division meetings and taking meeting minutes)
Updates division clinic and call schedules in various systems such as Outlook SmartWeb Qgenda etc.
Send meeting planners in Outlook and via Microsoft Teams.
Provides support for annual Neurofibromatosis Family and Patient Care Conference including arranging and securing location for conference catering services attendee gift bags and handouts for attendees arranging AV equipment for presentations and requests and provides census data for NF Annual report.
Manages prints and posts daily conference room schedule.

General Division Support
Composes non-routine correspondence requiring judgment in the application of policies and procedures in both the assigned and related work areas.
Collects compiles and analyzes data for specialized reports requiring some informational search (data research external contacts complex queries etc.) and a knowledge of the operations of both the assigned and related work areas.
Prepares reviews and analyzes documents such as reports applications records etc. applicable to a specialized subject area requiring independent informational search.
Initiates travel arrangements for members of the division.
Initiates and processes standard forms (most are online) for the division.
Maintains and updates records for purchase transactions.
Places orders & tracks the patient spend downs for the Iowa Metabolic Food and Formula Program.
Serves as primary division contact for building maintenance and facilities management.
Serves as primary resource for answering division telephones and routing calls to appropriate staff members (this entails interacting with patients physicians general public etc.).
Supports Newborn Screening Program.
Serves as back up for distribution of inbound faxes for the division.
Faxing/scanning/copying for division staff as needed.
Mailings for patients per request from staff.
Daily mail run to Pediatrics open and distribute mail in division open and sort patient related mail for faculty. FedEx send out testing.
Ensures that copiers printers and other office supplies are properly stocked.
Other secretarial duties as assigned.

Clinical Support
Assists with coordinating and updating scheduling with any clinic or template changes as needed
Prints and collates patient education material for clinics.
Replenish patient education folders and intake forms.