OFFICE MANAGER II

MSCCN; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading healthcare organization seeks a confidential secretary to support the Director. The role involves managing correspondence, supervising staff, and ensuring compliance with regulatory guidelines. Ideal candidates will have administrative experience and proficiency in Microsoft Office and other relevant software.

Qualifications

• 2-4 years of administrative/secretarial experience.
• 1 year supervisory experience preferred.
• Professional training in relevant software.

Responsibilities

• Serve as a confidential secretary for the Director.
• Supervise departmental staff and assign work priorities.
• Prepare manuals, grant applications, and proposals.

Skills

Microsoft Office

Knowledge Base Charting (KBC)

Care Management (Allscripts)

Education

High School Diploma or Equivalent

Job description

Overview: May serve as a personal / CONFIDENTIAL Secretary for the Director of the Department. Monitors and prepares confidential correspondence, handles all related matters. Schedules appointments, maintains the Director’s calendar, and prepares agendas. May supervise the department’s secretaries and clerical staff by assigning work priorities and deadlines to accomplish objectives. Participates in selecting and training new staff, evaluates performances, and makes recommendations for personnel actions such as salary changes, promotions, and disciplinary actions. This is a nonunion position.

Responsibilities

1. Establish and maintain positive relationships with patients, visitors, and other employees. Interact professionally, courteously, and appropriately to promote a positive public perception of BronxCare Health System.
2. Participate in Performance / Quality Improvement activities including data collection, analysis, risk management, claims activities, and support of Continuous Quality Improvement (CQI) teams, ensuring adherence to BronxCare policies and regulations.
3. Serve as a confidential secretary for the Director, monitor and prepare confidential correspondence, organize meetings, and keep minutes.
4. Supervise departmental staff, including clerical staff and staff handling nursing home pre-authorization. Assign work priorities, participate in hiring and training, evaluate performance, and recommend personnel actions. Resolve grievances and coordinate with Human Resources.
5. Prepare manuals, grant applications, and proposals.
6. Maintain compliance documents and manuals for regulatory agencies such as NYC and State Departments of Health, JCAHO, CAP, etc.
7. Manage files, records, and data including personnel files, attendance, payroll, statistical data, budgets, and quality assurance reports.
8. Handle correspondence and requests. Schedule and attend meetings, prepare and distribute minutes. Participate in billing and budgeting processes as needed. Manage purchases and petty cash.
9. Ensure adherence to hospital and regulatory guidelines.
10. Prepare and submit HR requisitions for staffing changes.
11. Assist in department education and training under the supervisor’s direction.
12. Interact courteously with personnel, patients, families, and visitors.
13. Respond to and participate in disaster response as assigned.
14. Perform other duties as assigned by supervisor.

Qualifications

• 2-4 years of administrative / secretarial experience; 1 year supervisory experience preferred in a union environment.
• High School Diploma or Equivalent.
• Professional training in Microsoft Office, Knowledge Base Charting (KBC), Eclipsys, Care Management (Allscripts), Internet navigation.