Executive Secretary
3 weeks ago
**About NYC Health + Hospitals**:
NYC Health + Hospitals/Gotham Health is one of the largest Federally Qualified Health Center (FQHC) in the country, providing coordinated world-class primary and specialty care with dignity and respect for all New Yorkers, without exception. At Gotham Health, we practice a person-centered caring culture that values delivering compassionate, quality healthcare in partnership with our patients, community organizations, and staff. Gotham Health is focused on high-quality, affordable care to everyone regardless of ability to pay or immigration status. Gotham Health serves the community through a two-pronged approach: providing treatment to those who need it while at the same time emphasizing prevention. We strive to deliver services in a way that maximizes each patient's opportunity to achieve successful health outcomes, we believe in every person's right to participate in their care plans, we facilitate partnerships with other community resources to meet the needs of our patients beyond healthcare, and we celebrate and recognize the compassionate care of our committed staff. Join our team if you want to be part of our Gotham Health Family, a person-centered, fully integrated, and innovative ambulatory care network that enables all New Yorkers to live their healthiest lives.
**PURPOSE OF POSITION**:
The Executive Secretary (EA) will report directly to Chief Nursing Officer (CNO). Under direction, with moderate latitude for initiative and exercise of judgment, will coordinate and monitor the CNO's office, ensuring compliance with established policies and procedures. Will provide dictation, transcription, preparation of correspondence, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures. Responsible to an Officer of the Corporation, Executive Director, Deputy Executive Director or Senior Executive staff members at Central Office. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Executive Officer (CEO).
**SUMMARY OF DUTIES AND RESPONSIBILITIES**:
- Take dictation of confidential and/or complex nature, transcribes, uses shorthand or transcribing machine (e.g. correspondence, detailed reports and technical matters)
- Prepare agendas, assemble materials, make necessary arrangements to record proceedings of meetings and conferences
- Generate confidential contracts and attend to other confidential matters
- Assist executives, officers, and administrators with record and data preparation and maintains confidential files
- Prepare/edit correspondence, reports, and may compose own correspondence for executives and officers
- Actively keep the CNO informed of pending matters, appointment, and issues arising from sites.
- Prepare replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive
- Supervises secretarial and clerical personnel assigned to the office, and plans, assigns, and reviews work of such personnel to assure satisfactory performance
- Participates in organization's training programs to acquire knowledge of hospital operations
- Schedule travel arrangements for out-of-town seminars the CNO attends; prepare travel request packet for review and approval; assist in appropriate reimbursement of funds
Schedule hospital events, nursing job fairs, and assist CNO is orchestrating the annual National Nurse's Week.
- Build professional relationships with H+H approved vendors to secure materials and giveaways for various nursing employee engagement events
Run/pull data analytics on various nursing projects for CNO review (PressGaney) by generating complex spreadsheets/charts
Respond to inquiries from internal and external stakeholders, providing insight on Nursing Administration. Assist CNO with reviewing Nursing policies and procedures to ensure accuracy and nursing information is up-to
- date
- Lead in generating and posting Gotham's Nursing Newsletter
May attend staff meetings/conferences, and reports results to Executive Directors and/or Corporate Officers Answers and screens telephone calls, receives callers and visitors, keeps schedules of appointments and makes
reservations
- Assist new EAs with onboarding and ongoing support.
- Assist CNO with supporting Behavioral Health, Social Work, and Patient Experience areas
**Minimum Qualifications**:
1. a. High School Diploma or equivalent, and four years of clerical experience including two years as a stenographic secretary; or,
b. A Baccalaureate Degree from an accredited college or university and one year of experience as a stenographic secretary; or,
c. An Associate Degree with specialization in Secretarial Science and three years of clerical experience, one year of which shall have been as a stenographic secretary.
2. The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and di
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