Secretary III

Job ID
2020-105438
Employment Type
Full Time
Department
Philanthropy / Foundation
Hours / Pay Period
80
Facility
St Josephs Medical Center
Shift
Day
Standard Hours
M-F
Work Schedule
8 Hour
Location
CA-STOCKTON

Overview

St. Joseph's Medical Center is a member of Dignity Health. The word "dignity" perfectly defines what our organization stands for, showing respect for all people by providing excellent care. St. Joseph's Medical Center, was founded in 1899 under the direction of the Dominican Sisters of San Rafael, is a not for profit, fully accredited, regional hospital with 395 beds, a physician staff of over 400, and more than 2,400 employees. Specializing in cardiovascular care, comprehensive cancer services and women and children's services including neonatal intensive care. St. Josephs is the largest hospital as well as the largest private employer in Stockton, California. Nationally recognized as a quality lead, St. Josephs is consistently chosen as the "most preferred hospital" by local consumers.

Responsibilities

Job Summary:

 

Possesses advanced secretarial and receptionist skills and knowledge to support functions of the Foundation at the direction of the Vice President of Philanthropy.  Provides friendly hospitality to all visitors and answers incoming telephone calls from main number and Vice President of Philanthropy's line.

This position requires the full understanding and active participation in fulfilling the Mission of the Organization.

 

Responsibilities:

  • Provides advanced administrative and secretarial support to VP of Philanthropy and fundraisers 
  • Schedules meetings and maintains calendars for primarily Vice President of Philanthropy, Board Committees and volunteers as assigned with tracking and confirmation to all parties and Foundation staff.
  • Liaison with Board of Directors and Committees and executes all aspects of meetings, production and dissemination of minutes and meetings packets, and maintains all Board records and Dignity Health's compliance for volunteer leadership
  • Produces correspondence with various constituencies including but not limited to; greeting cards, proposals, reports, maintain event RSVPs and communicate logistics to attendees.
  • Maintains paper and electronic donor and vendor records, staff credit card and reimbursements, office inventory and equipment, and daily cleanliness and organization of office and conference room.
  • Distribute all mail including routing to other departments
  • Timely processes all gifts into Daily Log and into donor database and sends accurate receipts and thank you letters to each donor.
  • First point of contact for walk in donations and assists with Foundation event ticket sales and fund drives following all procedures and process
  • Coordinates and oversees daily operations of department
  • Demonstrates the ability to safely and competently use equipment in the provision of department services. Including, but not limited to: fax machine, telephone, computer systems, and Xerox machine.
  • Handle sensitive and/or confidential issues, patient complaints and route inquiries accordingly
  • Provide support as needed in coordination of internal and external special events, including providing on-site support at events
  • Work with Foundation staff to continually streamline and improve all Foundation processes and procedures.
  • Serves as back up for Database Coordinator.
  • Work with Finance and other appropriate staff to properly process grant awards and payments, both internal and external
  • Arrange and staff new Grants / Contracts set-up meetings, in coordination with Finance and the appropriate Director / Manager of the receiving Department.
  • Responsible for ensuring that all Grant / Contract reporting and invoicing deadlines are met.


Qualifications

Minimum:

 

  • High School diploma or equivalent required, with advanced preparation in secretarial training.
  • Minimum 3-5 years previous experience performing general secretarial duties.
  • Proficient in English language usage, spelling and grammar
  • Must demonstrate the ablility to maintain confidentiality of information, organize time efficiently, use sound independent judgement and work with people cordially and professionally
  • Advanced preparation in secretarial training.
  • Must be able to type 55-60 wpm and take shorthand at 60-75 wpm
  • Word processing/personal computer experience required.

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