Secretary/Office Assistant

2600 White Plains Hospital Medical Center; Nevada (IA); On-site; USD 32,566,000 - 101,663,000; Full time

Job summary

White Plains Hospital Medical Center in White Plains, NY is seeking an Office Assistant for the Department of Pathology and Laboratory Medicine. You will perform secretarial tasks, greet visitors, answer calls, and support pathologists with day-to-day needs.

The role supports scheduling, slide processing, records review, and coordination of tumor boards and conferences, with a strong emphasis on accuracy and confidentiality. Bilingual (Spanish) preferred and MS Office proficiency expected.

Qualifications

• High School Graduate Required
• College or Business School graduate preferred
• Proficient in Microsoft Office
• Previous experience in histology/cytology departments or healthcare environment preferred
• Bilingual (Spanish) preferred
• Flexibility
• Organized
• Adaptability
• Attention to Detail
• Stress Tolerance

Responsibilities

• Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
• Performs office assistant and secretarial functions for Pathology.
• Receptionist duties and responsibilities for the department, including greeting and directing employees and visitors, responding to telephone inquiries.
• Assisting Pathologists’ with all needs.
• Scheduling meetings and conferences.
• Processes slide request and slide returns.
• Covers other staff members duties when out.
• Assist with projects and requests from all Supervisors and Assistant Supervisors.
• Processes legal cases, conferences (Tumor Boards), Muscle Bx. & Renal Bx.
• Reviews and obtains records for OR schedule.
• Provides pathology results to clinicians and mails results daily.
• Registers Outreach specimens as needed.

Job description

Location & Work Details

City/State: White Plains, New York

Department: Lab Laboratory Services

Work Shift: Day

Work Days: MON-FRI

Scheduled Hours: 9 AM-5 PM

Hours Per Pay Period: 75

Pay Rate/Range: $23.6405 - $35.4609/hr

Job Summary

Responsible for providing office assistance (secretarial/clerical support) to the Department of Pathology and Laboratory Medicine.

Essential Functions and Responsibilities

• Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
• Performs office assistant and secretarial functions for Pathology.
• Performs receptionist duties and responsibilities as required for the department, including but not limited to greeting and directing employees and visitors, responding to telephone inquiries.
• Assisting Pathologists’ with all needs.
• Scheduling meetings and conferences.
• Processes slide request and slide returns.
• Covers other staff members duties when out.
• Assist with projects and requests from all Supervisors and Assistant Supervisors.
• Processes legal cases, processes conferences (Tumor Boards), Muscle Bx. & Renal Bx.
• Review and obtain records for OR schedule.
• Provides pathology results to the clinicians as well as mailing results daily.
• Registers Outreach specimens as needed.
• Maintaining all outside lab send-outs and associated results and logs.
• Maintains Pathologists’ files, CAP files/checklist for Pathologists, GYN Oncology Reports for Cancer Center, and maintains outside records.
• Performs all other related duties as assigned.
• Registers MLW surgical and cytology cases.
• Accessions all in house and MLW surgical pathology cases, cytology cases, and autopsy cases into the LIS using the proper prefix; making sure that all patient information is correct on the requisitions and the specimen containers.
• Follow section protocol for specimen rejection for hospital and MLW cases.
• Operating Room pick-ups.
• Prints Accession Log after each specimen collection round, discarding the previous log always is keeping the most current log.
• Additional duties as delegated by the Pathology Supervisor and Office Manager.

Education & Experience Requirements

• High School Graduate Required
• College or Business School graduate preferred
• Proficient in Microsoft Office
• Previous experience in histology/cytology departments or previous experience in a healthcare environment preferred.
• Bilingual (Spanish) preferred
• Flexibility
• Organized
• Adaptability
• Attention to Detail
• Stress Tolerance
• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.
• Ability to use computer for extensive periods of time
• Occasional lift and or move of 15 to 20 pounds
• Requires frequent movement about the department and to other departments throughout the hospital
• Ability to sit for extended periods of time
• Ability to respond to frequent calls

Eligibility

• Neonatal (birth – 28 days)
• Patients with exceptional communication needs
• Infant (29 days – less than 1 year)
• Patients with developmental delays
• Pediatric (1 – 12 years)
• Patients at end of life
• Adolescent (13 – 17 years)
• Patients under isolation precautions
• Adult (18 – 64 years)
• Patients with cultural needs
• Geriatric (> 65 years)
• All populations
• Bariatric Patients with weight related comorbidities
• Non-patient care population

Equal Employment Opportunity

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.

About White Plains Hospital

White Plains Hospital is a proud member of the Montefiore Health System, serving as its tertiary hub of advanced care in the Hudson Valley. The Hospital is a 292-bed not-for-profit health care organization with the primary mission of providing exceptional acute and preventive medical care to all people who live in, work in or visit Westchester County and its surrounding areas. White Plains Hospital has outpatient medical facilities across Westchester, including multispecialty practices in Armonk, Hawthorne, Larchmont, New Rochelle, Rye Brook, Scarsdale, Somers, Yonkers and Yorktown Heights; and Scarsdale Medical Group locations in Harrison and Scarsdale. The Hospital is fully accredited by the Joint Commission, and in 2025 received another 5-star rating from the Centers for Medicare & Medicaid Services (CMS) — the highest distinction offered by the federal agency – for the fourth consecutive year. In addition, the Hospital received its third Magnet® designation from the American Nurses Credentialing Center (ANCC), a distinction held by only two percent of hospitals in the country. White Plains Hospital has consistently received the Outstanding Patient Experience Award from Healthgrades®, and in 2025 was awarded an “A” Safety Grade from the Leapfrog Group for the 14th consecutive time.