Administrative Support Specialist

4 weeks ago

White Plains, New York, United States White Plains Hospital Full time

At White Plains Hospital, you have the opportunity to work alongside a talented team of professionals in a dynamic and fast-paced environment. Our hospital has received widespread recognition for its exceptional culture, world-class physicians, and Magnet-designated nurses. With tremendous growth opportunities, great benefits, and flexible work schedules, it's no wonder we're consistently recognized as a Great Place To Work.

The Administrative Assistant provides administrative and office support to the Senior Vice President, Vice Presidents, and Directors in the Department of Ambulatory & Physician Services. This role is responsible for a wide range of tasks, including:

  1. Providing administrative/secretarial support, including preparation of letters, memos, reports, and processing incoming and outgoing mail.
  2. Maintaining multiple calendars and scheduling appointments, coordinating time, location, personnel, and refreshments as required.
  3. Initiating department check requests, obtaining approvals, and working directly with Accounts Payable to ensure prompt payment.
  4. Processing check requests for physician practices, verifying accuracy of calculations and backup documentation.
  5. Responsible for reviewing WPPA and Physician Practices time sheets for accuracy prior to submission for signature/approval.
  6. Initiating IT Service Requests for new physician practices, including physicians and support staff, requiring WPH emails, office applications, and additional IT equipment.
  7. Acting as the gatekeeper for contracts related to physician practices, WPH employed Medical Staff, and on-call stipends.
  8. Assisting with the preparation of checks and maintaining records of payments for the cardiology PC and those physicians enrolled in various programs.
  9. 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.
  10. Responsible for training new Office Managers with preparation of timesheets, check requests, and purchase orders.
  11. Responsible for ordering and maintaining departmental office supplies.

This role requires the ability to multitask in a high-volume area, efficiently balance visitors, phone callers, and administrative/secretarial duties, and deal professionally and efficiently with all levels of management and external constituencies. The ideal candidate will be a self-starter, self-motivated, and able to work without supervision, with excellent communication skills and the ability to exhibit a courteous, cooperative, and professional attitude at all times.

This position requires utmost confidentiality due to accessibility of sensitive documents, e.g., contracts, financial information, and personnel issues. The ability to concentrate and perform computer work for extensive periods of time and with distractions is essential, as is the ability to remain in a stationary position for extended periods. The ideal candidate will be able to read and follow written and verbal instructions, follow through on assignments without supervision, take initiative, and be creative with workflow.

This role is a great opportunity for someone who is looking to work in a dynamic and fast-paced environment, with tremendous growth opportunities and great benefits. If you are a motivated and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

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