Office Manager I

1 week ago

Bronx, New York, United States BronxCare Health System Full time
Job Title: Office Manager I

Overview:

The Office Manager I is a key member of our clinical/administrative department, providing primary support and ensuring the smooth operation of our office. This role is responsible for general office operations, filing, organizing, and overall administrative performance. The Office Manager I may supervise one or more secretaries and/or receptionists.

Key Responsibilities:
  • Establish and maintain positive relationships with patients, visitors, and other employees, interacting professionally, courteously, and appropriately.
  • Contribute to and participate in Performance/Quality Improvement activities, including data collection, analysis, implementation of corrective/improvement activities, and adherence to established performance standards.
  • Coordinate all Regulatory Agency Administrative preparation reporting and follow-up, including JCAHO, HOH, Medicare, etc.
  • Produce written meeting minutes and management reports, either through dictation or shorthand notes.
  • Prepare and submit Employee Requisitions and HRFs for hiring, terminating, changing of address, salary increase, promotion, etc.
  • Maintain and update policies and procedures for the site with the Medical Director.
  • Analyze all aspects of practice operations to identify deficiencies with the Medical Director and Clinical Supervisors to develop and implement strategies for their resolution.
  • Maintain a filing system of attendance and significant diplomas, degrees, registrations, medical malpractice face sheet, and credentialing of all doctors and staff members within the Department.
  • Assist the Medical Director in all administrative functions, including coordinating clerical/secretarial support.
  • Assist the Medical Director in receiving and resolving patient complaints, relating effectively to hospital and institute systems.
  • Assist in the processing of hiring, training, supervising, scheduling, and evaluating new employees, conducting interviews for future support staff members for the Administrative Office.
  • Prepare and submit Kronos payroll for the entire staff in the Department of Medicine, consisting of 200+ employees.
  • Prepare annual evaluations for the support staff.
  • Conduct retraining for any employee that has been given verbal and written warnings to enable the employee and the department to maintain smooth operations with no further interruptions.
  • Conduct telephone conversations and meetings with other departments, enabling consistent operation and keeping the Department flowing properly.
  • Assure that all cash collection and/or petty cash funds are maintained securely and reconciled periodically.
  • Oversee the secure transfer of cash to designated funds in the Grants Management Department or Hospital Finance Office.
  • Prepare and assure that all check requests are submitted with all the proper signatures, account numbers, and departments, together with a suitable reason for payment or an invoice to the respective location in a timely manner.
  • As Clerkship Administrative Coordinator, assist Medical Students rotating through Bronx-Lebanon Hospital Center.
  • Liaison between the Medical School and Bronx-Lebanon Hospital Center regarding the Medical Students.
  • Schedule lectures, meetings, exams, and training for Medical Students.
  • Maintain all Medical Student files, including tracking attendance and evaluations.
  • Oversee Department of Medicine secretarial staff, consisting of 6 employees.
Qualifications:
  • One to three (1-3) years demonstrated experience as an Administrative Assistant or Office Supervisor.
  • Satisfactory combination of education and experience.
  • AAS in Hospital Admin or related field.
  • Microsoft Office.
  • Scheduling software.

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