Administrative Assistant

BronxCare Health System; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

BronxCare Health System is seeking a personal/Confidential Secretary for the Director of the department. You will monitor and prepare confidential correspondence, handle all related matters, schedule appointments, maintain the Director’s calendar, and prepare agendas.

The role requires 2-4 years of administrative/secretarial experience, a high school diploma or equivalent, professional training, and proficiency in MS Office (Excel, Word, PowerPoint).

Qualifications

• 2-4 years Administrative/Secretarial Experience required.
• High school diploma or equivalent
• Professional Training
• MS Office Suite required (Excel, Word, PowerPoint)

Responsibilities

• Establish positive relationships with patients, visitors, and staff.
• Contribute to Performance/Quality Improvement activities and CQI teams.
• Serve as confidential secretary for the Director; manage calendar and agenda.
• Prepare manuals for procedures and contract compliance reporting.
• Maintain files, records and data of the department; process payroll and HRF forms.
• Coordinate correspondence; prepare minutes; handle purchase requisitions and petty cash for the Director.
• Review rental leases for accuracy and signatures.
• Collaborate with Accounts Payable to obtain vendor numbers for Purchasing.
• Coordinate recall alerts and hospital communications.
• Assist Sr. VP and CFO scheduling during secretary absence.
• Prepare cash log sheets and balance/transaction reports.

Skills

Administrative experience

Communication skills

Education

High school diploma or equivalent

Tools

MS Office Suite

Job description

Overview

May Serve as personal/Confidential Secretary for the Director of department. Monitors and prepares confidential correspondence, handles all related matters. Schedules appointments, maintains the Director’s calendar and prepares agenda.

Responsibilities

• Establish and maintain positive relationships with patients, visitors, and other employees. Interacts professionally, courteously, and appropriately with patients, visitors and other employees. Behaves in a manner consistent with maintaining and furthering a positive public perception of BronxCare Health System and its employees.
• Contributes to and participates in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with risk management and claims activities, support of and participation in Continuous Quality Improvement (CQI) teams, consistent adherence to the specific rules and regulations of the BronxCare Health System (a) Safety and Security Policies, (b) Risk Management: Incident and Occurrence Reporting, (c) Infection Control Policies and Procedures and (d) Patient and Customer Service.
• Serve as personal/CONFIDENTIAL Secretary for the Director. Monitors and prepares confidential correspondence, handles all related matters. Schedules appointments, maintains the Director’s calendar, prepares agenda and answers all calls.
• Prepares and maintains manuals for & Procedures and contract compliance reporting.
• Maintains files, records and data of the department. Completes payroll and all required HRF forms.
• Channels incoming/outgoing correspondence and requests. Schedules and/ or attends meetings intradepartmental; prepares and distributes minutes. Directs and prepares purchase requisitions, check request and petty cash as requested by the Director.
• Reviews rental leases for accuracy and assures all leases have the required signatures.
• Works with Accounts Payable to expedite receipt of vendor numbers for Purchasing department.
• Coordinates all activities required for handling of recall alerts received by hospital.
• Interacts with various level of personnel and demonstrates courteous and cooperative behavior when working with visitors, vendors and all hospital employees.
• Assist with handling all calls as well as scheduling meetings for Sr. VP and CFO during secretaries absence.
• Prepares cash log sheets as well as balance and transaction reports.

Qualifications

• 2-4 years Administrative/Secretarial Experience required,
• High school diploma or equivalent
• Professional Training
• MS Office Suite required (Excel, Word, PowerPoint)