Senior Executive Secretary

1 month ago

New York, United States NYC Health Hospitals Full time

Lincoln Medical and Mental Health Center is one of New York City's premier acute care hospitals. Located in Downtown Bronx, Lincoln is a teaching hospital renowned for its Centers of Excellence, and a recognized industry leader in the implementation of state-of-the art medical technology and best practices. Our team of highly trained and caring medical professionals is dedicated to providing the highest quality health care that is safe, compassionate, culturally competent and patient-centered. Comprehensive services are offered in three major primary care areas: Medicine, Pediatrics, and Women's Health in addition to more than eighty (80) specialty services.At Lincoln, the safety and comfort of our patients is our number one priority.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Visit us at www.nyc.gov/html/hhc/lincoln.

Job Description

PURPOSE OF POSITION:

Under the direction of the Chief Operating Officer, serve as Senior Executive Secretary with considerable initiative and judgment. Performs confidential, complex, and responsible secretarial work.

DUTIES AND RESPONSIBILITIES:
1. Maintain executive calendar and assist in planning appointments, meetings, and conferences.
2. Take minutes of meetings, prepare agendas, and make necessary arrangements.
3. Receiving and screening phone calls and redirecting them when appropriate.
4. Handle confidential documents ensuring they remain secure.
5. Maintain electronic and paper records ensuring information is organized and easily accessible.
6. Arrange transportation for Administrative staff to attend meetings off-site.
7. Performs designated administrative and Operational assignments and also performs related work as assigned.
8. Prepares/ edits correspondence and confidential reports and maintains all private and confidential files.
9. Performs research to compile and arrange data for consideration.
10. Performs clerical and administrative tasks including drafting memos, reports, and other documentation for executive leadership.
11. Process out-of-town and in-city travel as well as reimbursement claims for Executive Administration staff.
12. Work on all the clinical and non-clinical contracts by running monthly contract reports and assigning them to the evaluators locally to evaluate the contracts in a timely manner and also communicate with the Central Office to retrieve contracts for review. Report out all the contract evaluations in Hospital wide meetings monthly.
13. Work with Operations leadership to submit the appropriate vacancy position requests for VCB and also review documentation for submission in a timely manner. Processes the approved ARFs and Applicant referrals by communicating with Departmental Heads and Human Resources. Tracking all the approved/ denied ARFs and Applicant referrals.
14. Collaborating with all the Operations leadership to submit Pl projects, Assignments, and departmental projects to the COO in a timely manner.
15. Work with Operations leadership to ensure all the mandatory training and evaluations are done in a timely manner and ensure they meet the deadline.
16. Assist Operations leadership to follow up on pending invoices and work with accounts payable to ensure that there is no credit hold with the vendors who are in contract with the facility.

Minimum Qualifications
1. a. High School Diploma or equivalent and five 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 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 diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and Corporate matters.
3. High level verbal, written and secretarial skills and knowledge required; or,
4. A satisfactory combination of education, training and experience.

If you wish to apply for this position, please apply online by clicking the "Apply Now" button or forward your resume, noting the above Job ID #, to:

Lincoln Medical & Mental Health Center
Human Resources Department
234 Eugenio Maria De Hostos Blvd, (East 149th Street),
2nd Floor, Annex
Bronx, NY 10451
Attn: Recruitment Unit

NYC Health and Hospitals offers a competitive benefits package that includes:

  • Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
  • Retirement Savings and Pension Plans
  • Loan Forgiveness Programs for eligible employees
  • Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
  • College tuition discounts and professional development opportunities
  • Multiple employee discounts programs

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