Executive Assistant - COO

Wyckoff Heights Medical Center; New York (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Wyckoff Heights Medical Center in New York, NY is seeking an administrative assistant to support the Executive/Administrative team with a focus on customer service, calendar coordination and confidential communications.

The role requires a High School Diploma or equivalent and at least 3 years of related experience; proficiency with IT systems and a strong ability to manage multiple tasks while maintaining HIPAA compliance and professionalism.

Qualifications

• Minimum High School Diploma or equivalent.
• 3+ years of related administrative experience.
• Commitment to confidentiality and HIPAA privacy standards.

Responsibilities

• Greet and direct key personnel and guests professionally.
• Coordinate and maintain calendars and schedules.
• Process payroll using Ultipro for administrative staff; handle check requests and requisitions.
• Prepare and distribute correspondence; coordinate events and logistics.
• Interact with multiple departments to support administrative operations.

Skills

Customer Service

Calendar Management

Multi-tasking

Verbal & Written Communication

Office Etiquette

Education

High School Diploma or equivalent

Tools

Ultipro Payroll

Job description

Wyckoff Heights Medical Center | Main Campus
New York, USA

Description

Position Summary

• Commitment to cultural competence, cultural sensitivity and meeting needs of customers with Limited English proficiency (LEP)
• Conformance with policies governing Patients' Rights, HIPAA Privacy Rule, and other confidentiality of information.
• Thorough knowledge of principles of effective communications, liaison with all levels of management and physicians.
• Alertness and skill in recognizing activity demands prioritizing work as needed
• Ability to maintain relationships that facilitate task accomplishment, cooperation and conflict resolution
• Ability to receive guidance and supervision, to follow work rules. Safety practices and procedures and meet deadlines.
• Provide supportive services to Administrative Officers, including general office duties and high volume of calls.
• Professionally meet, greet and direct all key personnel and guests.
• Coordinate and maintain calendars and schedules.
• Manage and process bi-weekly payroll on Ultipro System for the administrative staff.
• Facilitate the execution of all check requests, purchase requisitions, payroll authorizations and personnel requisitions from all medical departments.
• Prepare, Type and distribute all correspondence.
• Coordinate event planning and logistics.
• Maintain up-to-date listings of Administrative Managers and Senior Cabinet Members.
• Commitment to excellence in customer service
• Commitment to educational mission
• Manage the handling of confidential information appropriately and exercise care in safeguarding proprietary information
• Coordinate and maintain filing system.
• Interact with other departments and affiliated centers.
• Perform any other duty within the express or implicit terms of the duties hereunder thatmay be necessary for the best interest of Wyckoff Heights Medical Center.
• Ability to handle multiple tasks
• Accuracy and efficiency
• Strong organizational skills
• Efficiency in processing information either written or spoken
• Ability to apply principles of logical thinking

Position Requirements

This position requires a minimum formal education of High School Diploma or equivalent and a minimum of 3 years job-related experience.

Preferred

Dedicated

Devoted to a task or purpose with loyalty or integrity

Thought Provoking

Capable of making others think deeply on a subject

Team Player

Works well as a member of a group

Loyal

Shows firm and constant support to a cause

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.