Department Secretary Jobs
Department secretary jobs are open across healthcare, government, education, and legal services, from entry-level administrative roles to senior executive support positions, with specializations in records management, board coordination, and compliance documentation. Find a role that fits below and apply directly.
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Showing 5 of 14+ Department Secretary jobs
Company :
Allegheny Health NetworkJob Description :
This is a patient facing role that supports therapist staff beyond administrative duties. Seeking candidates with a mix of admin & clinical experience.
Schedule:
4 days/week (Mon-Fri, flex day off)
No weekends
(2) 12 hour days, (2) 8 hour days
Daylight start
GENERAL OVERVIEW:
Performs secretarial functions to provide daily operational and administrative support for the department.
ESSENTIAL RESPONSIBILITIES:
- Operates office equipment, such as voice mail messaging systems and uses word processing, spreadsheet, or other software applications to perform the secretarial functions to support the daily operations of the department. (30%)
- Answers telephones and directs calls to appropriate staff. Receives and routes messages or documents to appropriate staff. (20%)
- Sorts and distributes incoming mail and administers outgoing mail. (15%)
- Compiles, records and maintains file, reports and/or correspondence. Transmits correspondence by mail, email or fax. (15%)
- May greet visitors, ascertain purpose of visit and direct them to appropriate staff. (10%)
- May schedule and confirm departmental meetings. (10%) Performs other duties as assigned or required.
QUALIFICATIONS:
Minimum
- High school diploma or GED; or six months to one year related experience and/or training; or equivalent combination of education and experience. 1-3 years’ secretarial/administrative experience.
Preferred
- Associate's Degree from a business/secretarial school or program.
- Experience with various computer software programs and medical terminology. Secretarial experience in a medical setting.
Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
Compliance Requirement : This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.
As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy.
Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.
Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.
California Consumer Privacy Act Employees, Contractors, and Applicants Notice
Company :
Allegheny Health NetworkJob Description :
This is a patient facing role that supports therapist staff beyond administrative duties. Seeking candidates with a mix of admin & clinical experience.
Schedule:
4 days/week (Mon-Fri, flex day off)
No weekends
(2) 12 hour days, (2) 8 hour days
Daylight start
GENERAL OVERVIEW:
Performs secretarial functions to provide daily operational and administrative support for the department.
ESSENTIAL RESPONSIBILITIES:
- Operates office equipment, such as voice mail messaging systems and uses word processing, spreadsheet, or other software applications to perform the secretarial functions to support the daily operations of the department. (30%)
- Answers telephones and directs calls to appropriate staff. Receives and routes messages or documents to appropriate staff. (20%)
- Sorts and distributes incoming mail and administers outgoing mail. (15%)
- Compiles, records and maintains file, reports and/or correspondence. Transmits correspondence by mail, email or fax. (15%)
- May greet visitors, ascertain purpose of visit and direct them to appropriate staff. (10%)
- May schedule and confirm departmental meetings. (10%) Performs other duties as assigned or required.
QUALIFICATIONS:
Minimum
- High school diploma or GED; or six months to one year related experience and/or training; or equivalent combination of education and experience. 1-3 years’ secretarial/administrative experience.
Preferred
- Associate's Degree from a business/secretarial school or program.
- Experience with various computer software programs and medical terminology. Secretarial experience in a medical setting.
Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
Compliance Requirement : This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.
As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy.
Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.
Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.
California Consumer Privacy Act Employees, Contractors, and Applicants Notice
Department Secretary Jobs by Experience Level
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Find Department Secretary JobsDepartment Secretary Job Market
Who's Hiring
What Employers Look For
The qualifications that appear most often in department secretary jobs.
- Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
- Experience preparing, formatting, and distributing meeting minutes and agendas
- Strong written and verbal communication skills for internal and external correspondence
- Knowledge of records management practices and document retention schedules
- Associate or bachelor's degree in business administration or a related field
- Ability to handle confidential information with discretion and professionalism
Tips for Your Department Secretary Job Search
Tailor your resume to the department
A department secretary resume for a hospital department reads differently than one for a city council office. Swap generic terms like 'administrative support' for the department's actual language: grant tracking, committee minutes, case file management, or regulatory correspondence.
Highlight meeting and minutes expertise
Many department secretary postings specifically require documented experience preparing and distributing meeting minutes. Name the meeting types you've supported, the volume of attendees, and any formal notation systems or templates you used to show you can hit the ground running.
Apply early to roles that fit
Migrate Mate lists department secretary openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Demonstrate proficiency in records systems
Department secretaries often own document management and retention schedules. Name the specific platforms you've used, whether that's a document management system, a government records portal, or a shared drive protocol, and describe how you kept filing current and audit-ready.
Prepare for scenario-based interview questions
Interviewers for department secretary roles frequently ask how you've handled competing deadlines, a last-minute agenda change, or a confidentiality breach. Prepare two or three concrete examples that show your judgment under pressure, not just your process knowledge.
Negotiate scope before you negotiate salary
Department secretary roles vary widely in authority, from pure scheduling support to signing authority on procurement forms. Before accepting an offer, clarify which decisions you own versus escalate, what your signature authority covers, and whether the role supports one department head or several.
Department Secretary Jobs: Frequently Asked Questions
Which companies are hiring the most department secretarys?
WakeMed Health & Hospitals, Poudre School District, and Faculty Physicians are hiring the most department secretarys right now, with openings concentrated in North Carolina, Ohio, and Illinois, based on current listings on Migrate Mate as of November 2026. Healthcare systems, government agencies, and large universities tend to post the highest volume of department secretary roles year-round.
How many department secretary jobs are remote?
About 0% of department secretary openings are fully remote or hybrid as of November 2026, with remote availability concentrated in roles focused on correspondence, scheduling, and digital records management rather than front-desk or in-person committee support. Roles that require physical file handling or on-site meeting facilitation are typically in-person only.
How do you become a department secretary?
Start by building proficiency in office productivity software and formal business writing. Gain experience in an administrative support role where you handle scheduling, correspondence, or document management. Develop specific skills in meeting minutes preparation and records retention. Many employers prefer candidates with an associate or bachelor's degree in business administration, but demonstrated experience in a departmental or executive support context carries significant weight in hiring decisions.
How do you get hired as a department secretary with little experience?
Focus on roles in smaller departments or entry-level administrative assistant positions where you can build direct exposure to meeting support, filing systems, and interdepartmental communication. Volunteer to take meeting minutes in any committee or group setting to build a sample you can reference. Certifications in office administration or records management can offset limited paid experience when applying to government or healthcare roles that value credentials alongside work history.
What does the department secretary interview process look like?
Most department secretary interviews include an initial phone or video screen with HR followed by an in-person or panel interview with the department head or office manager. Expect scenario-based questions about handling competing priorities, maintaining confidentiality, and supporting leadership under time pressure. Some employers include a practical skills assessment covering formatting documents, drafting correspondence, or producing a sample set of meeting minutes from a brief recorded or written scenario.
Where can I find and apply to department secretary jobs?
You can find and apply to department secretary jobs on Migrate Mate, which lists current openings from across the United States in one place. Find roles that match your experience, department focus, and preferred location, then apply directly to each listing from the page.
See All 14 Department Secretary Jobs
Find roles that match your experience and apply in just a few clicks.
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