What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at White Plains Hospital?
At White Plains Hospital, you have an opportunity to work side-by-side with some of the most talented people in the world.
We have been widely recognized for our exceptional culture, world-class physicians, Magnet-designated nurses and passionate employees who make a real difference in our community. With tremendous growth opportunities, great benefits, and flexible work schedules, it is no wonder why we are consistently recognized as a Great Place To Work!
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.
7. Initiates IT Service Requests for new physician practices (including physicians and support staff) requiring WPH emails, required office applications, and additional IT equipment (if needed). Additionally, initiates IT Service Requests for changes in access, additions and terminations for Ambulatory & Physician Services and physician practices.
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.
- Proficient in Microsoft Outlook, Word, Excel, Power Point
Core Competencies
Primary Population Served
Non-patient care population
The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.
