Secretary/Office Assistant

White Plains Hospital Inc; City of White Plains (NY); On-site; USD 33,000 - 49,000; Full time

Job summary

White Plains Hospital Medical Center is seeking a Secretary/Office Assistant to support the Plant Operations Engineering team in White Plains, NY. The role runs from 8 AM to 4 PM, Monday through Friday, assisting with daily administrative tasks, file management, and coordination with engineers and contractors.

Responsibilities include answering calls, directing inquiries, maintaining documentation, updating records in CMS, and supporting procurement processes.

Qualifications

• High School Diploma required; Associate’s Degree preferred.
• Minimum three years’ experience in Engineering, facilities or a technical field.
• Three years’ healthcare experience preferred.
• Proficiency with Microsoft Office required.

Responsibilities

• Answer and triage phone calls, prioritizing and directing to the appropriate person.
• Maintain all files (paper and electronic).
• Coordinate daily tasks with in-house engineers.
• Greet and direct visitors, vendors, contractors, and employees to the appropriate person or department.
• Perform office assistant duties for the Administrative Director of Facilities and Directors of Engineering Services.
• Assist with office duties for Facilities Division as needed.
• Manage on-call pagers and schedules.

Skills

Phone etiquette

Prioritization

Documentation

Office coordination

Education

High School Diploma

Associate’s Degree preferred

Tools

Microsoft Office

Job description

Secretary/Office Assistant### Secretary/Office AssistantApply: 41 East Post Road: Full time: Posted Today: JR236126**City/State:**White Plains, New York**Department:**Plant Operations Engineering**Work Shift:**Day**Work Days:**MON-FRI**Scheduled Hours:**8 AM-4 PM**Hours Per Pay Period:**75**Pay Rate/Range:**$23.6405-$35.4609For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors.## Essential Functions and Responsibilities Includes the Following:* Understands and adheres to the WPH Performance Standards, Policies and Behaviors.* Promptly answers phone calls, able to prioritize and direct them to the appropriate person* Maintains all files (paper & electronic)* Coordinate daily tasks with in-house engineers* Greet and direct visitors, vendors, contractors, and employees to appropriate individual or department* Performs office assistant functions for the Administrative Director of Facilities and the Directors of Engineering Services Departments* Assists with office duties for the Departments of the Facilities Division as needed* Informs Engineering Management of all outstanding issues, including upcoming inclement weather* Maintains up to date contact information of staff & vendors* Creates, maintains and modifies databases, spreadsheets, memos, presentations and other additional forms* Manages administrative details in the cms program including system audits, tickets, locations, procedures, users, materials, assets, roles, etc.* Manages on-call pagers & schedules* Demonstrates understanding and use of building drawings and blueprints* Update & audit engineering forms and documents necessary for compliance of Joint Commission, DOH, and other regulatory agencies.* Ensures engineering tours and other environmental rounds are done as scheduled* Completes purchasing functions of initiating purchase requisitions, check requests, submit invoices for payment, tracking, and receiving of items.* Reconcile invoices to purchase orders to facilitate prompt payment.* Prepare check requests.* Investigates vendor credit holds and other vendor payment issues utilizing purchasing department software* Troubleshoots minor to moderate computer issues and supports departments’ PDAs & IPADs* Works daily & directly with construction contractors rectifying issues and organizing asset management* Updates Departmental items on the WP Intranet as needed* Maintains & schedules calendars in Outlook as required; supply agendas & coordinate meeting equipment (audio-visual)* Oversee daily office operations including maintaining supplies & equipment, distributing mail, and delegates to assigned clerical staff as needed.* Generate daily work requests in Engineering Maintenance program. * Completes annual competency requirements* Participates in Performance Improvement Initiatives* Attends mandatory meetings & in-services* Performs all other related duties as assigned.## Education & Experience Requirements* High School Graduate* Associate’s Degree preferred.* Minimum three years’ experience in Engineering, facilities or technical field preferred.* Three years of experience in healthcare preferred* Minimum 3 years’ experience with Microsoft Office, high proficiency required.White Plains Hospital Medical Center is an equal employment opportunity employer. White Plains Hospital Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.