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Administrative Assistant

4 months ago

White Plains, United States White Plains Hospital Full time

Position Summary

The WPPA Administrative Assistant provides administrative and office support to the Senior Vice President, Vice Presidents, and Directors in the Department of Ambulatory & Physician Services.

Essential Functions and Responsibilities Includes the Following

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.

2. Provides administrative/secretarial support including preparation of letters, memos, reports, etc. Processes incoming and outgoing mail, routing appropriately. Briefs and follows-up with Vice-Presidents and Directors, on a timely basis.

3. Maintains multiple calendars and schedules appointments, coordinating time, location, personnel, and refreshments as required. Schedules meetings that require coordinating multiple calendars and provides appropriate back up data and follow up, prepares appropriate meeting materials, location, audiovisual needs etc., as needed.

4. Initiates department check requests, obtains approvals and works directly with Accounts Payable to ensure prompt payment.

5. Processes check requests for physician practices - verifying accuracy of calculations and backup documentation. Works directly with Accounts Payable to ensure timely receipt of WPH checks. Upon receipt of checks, inserts identifying practice information (acct. and invoice #s) on each check, forwards copies of each check to appropriate office manager, mails payment to vendors. Maintains copies of request/check/backup for each practice.

6. Responsible for reviewing the WPPA and Physician Practices time sheets for accuracy prior to submission for signature/approval.

**8. Acts as the gatekeeper for contracts related to**: physician practices, WPH employed Medical Staff, and on call stipends. Responsible for scanning documents to shared drive, adding physician information (date of contract, terms of contract, expiration dates) to the contract log. Advises Executive Vice-President of Administration of upcoming contract expiration dates. Updates file, as appropriate.

9. Assists with the preparation of checks and maintains records of payments for the cardiology PC and those physicians enrolled in various other programs (ex: First Assist, Neurology, Ophthalmology, ER, General Surgery on-call).

10. Responsible for posting job requisition/job description on Hiring Manager for all positions available within the physician practices and the Department of Ambulatory and Physician Services.

11. Responsible for training new Office Managers with preparation of timesheets, check requests, and purchase orders. Liaison with office managers providing information as needed.

12. Responsible for ordering and maintaining departmental office supplies.

13. Works closely with Administration personnel.

14. Works closely with all WPH ancillary departments.

15. Performs all other related duties as assigned.

Education & Experience Requirements

High school degree or GED required. College or business (secretarial) school graduate preferred.

Minimum of 5 years current business experience utilizing administrative and decision-making skills, secretarial skills, and working with senior level management preferred.

**Skills**: Outlook, Word, Excel, Power Point

Core Competencies

Ability to speak, write, understand and communicate in English language

Ability to multi-task in a high volume area, fast paced environment

Efficiently balances visitors, phone callers, and administrative/secretarial duties

Ability to deal professionally and efficiently with all levels of management and external

constituencies

Self-starter, self-motivated and ability to work without supervision

Flexible, organized and able to set priorities

Excellent telephone manners and communication skills

Exhibit courteous, cooperative and professional attitude at all times

Retains composure under stress

Position requires utmost confidentiality due to accessibility of sensitive documents, e.g. contracts, financial information and personnel issues.

Physical/Mental Demands/Requirements & Work Environment

Ability to concentrate and perform computer work for extensive periods of time and with distractions

Occasionally move and/or transport of 15 to 20 pounds

Requires frequent movement about the department and rounding to various departments in the hospital throughout the day

Ability to remain in stationary position for extended periods of time

Ability to read and follow written and verbal instructions

Ability to follow through on assignments without supervision

Ability to take initiative and be creative with workflow

Ability to communicate effectively, create form documents and compose correspondence

Ability to monitor flow of office traffic (visitors, meeting, phone calls, etc.)

May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intra