A well-established healthcare organization is seeking a highly organized and detail-oriented Medical Secretary to provide comprehensive administrative support to department leadership, faculty, and staff. The ideal candidate will be responsible for a wide range of clerical, scheduling, and documentation duties, including correspondence, scheduling, transcription, data entry, and support for credentialing and inventory management. This role requires excellent communication skills, the ability to manage multiple priorities, and a professional demeanor in public-facing interactions.

RESPONSIBILITIES AND DUTIES:

• Provide administrative support to the Department Chair, Clinical Administrator, and faculty.
• Compose letters and handle incoming/outgoing correspondence on behalf of faculty and department leadership.
• Answer and manage multi-line telephone calls for the department.
• Schedule meetings for department leadership and faculty.
• Receive and distribute medical case slides.
• Assist in maintaining and revising departmental schedules using QGenda.
• Compile medical director logs and assist in preparing credentialing packets for faculty.
• Support faculty with data entry, CME log maintenance, and external consult tracking.
• Assist in the faculty recruitment process, including travel arrangements and reimbursement tracking.
• Maintain department inventory; manage equipment orders and related procurement using CRM Software.
• Prepare and process purchase orders and faculty reimbursements.
• Generate medical-related reports through specialized systems.
• Enter medical reports into electronic health records; print face sheets, create coding sheets, and scan/email to administration.
• Transcribe medical reports as needed.
• Maintain compliance with internal policies, procedures, and operational standards.
• Demonstrate professionalism and promote collaboration with faculty, staff, students, and the public.
• Perform other duties as assigned.

REQUIREMENTS AND QUALIFICATIONS:

• High school diploma or equivalent required.
• Minimum typing speed of 40 words per minute.
• Proficiency in Microsoft Office Suite, especially Word, Excel, and Outlook.
• Experience in scheduling, transcription, and document preparation.
• Strong organizational skills with the ability to prioritize and meet deadlines.
• Excellent grammatical, spelling, and proofreading abilities.
• Strong verbal and written communication skills; ability to communicate effectively with diverse audiences.
• Ability to work independently with minimal supervision and in a team setting.
• Familiarity with medical and scientific terminology.
• Comfortable handling sensitive and confidential information with discretion.
• Skilled in working with electronic health record systems and departmental reporting software.
• Detail-oriented and capable of performing under pressure in a deadline-driven environment.
• Applicants may be subject to a background check.*
• A pre-employment drug screening is required as a condition of employment.

*A conviction does not automatically disqualify you from employment. We will consider factors such as your age at the time, the timing and nature of the offense, its seriousness, and any rehabilitation efforts when determining your suitability for the role.

Sparrow Company, Executive Search and Staffing, is an Equal Opportunity Employer.

Posted On: Tuesday, May 13, 2025