SECRETARY OFFICE ASSISTANT - Per Diem- Day

2600 White Plains Hospital Medical Center; Nevada (IA); On-site; USD 38,000 - 58,000; Full time

Job summary

White Plains Hospital Medical Center in White Plains, NY is seeking a Surgical Services Secretary Office Assistant to perform clerical duties within the Surgical Services Division. The role involves welcoming patients, maintaining charts, coordinating with the RN, and handling phone and office duties in a fast-paced environment.

Requirements include a High School Diploma; college/secretarial training preferred; 3–5 years experience highly preferred; and strong English communication skills.

Qualifications

• High School Diploma required.
• College or Business (Secretarial) School graduate preferred.
• Minimum 3-5 years’ experience highly preferred.
• Must be able to speak, write, understand and communicate in English language.

Responsibilities

• Receives patients and families in the Surgical Services waiting room and greets them with customer service skills.
• Maintains and collates chart parts and notifies the RN of patient arrival.
• Maintains accurate, timely communications with the Surgical Services team, patient, family and volunteer liaisons.
• Performs receptionist and office assistant duties: stamping and collating patient charts, handling telephone communications, and managing office supplies.
• Directs visitors and responds to inquiries, acting as liaison for patient and team.

Skills

Customer service

Multitasking

Phone etiquette

Office administration

English proficiency

Education

High School Diploma

Secretarial/Business School preferred

Tools

Transcription equipment

Office equipment

Job description

City/State: White Plains, New York Department: Surgery Operating Room_2 Work Shift: Day Work Days: WEEKENDS Scheduled Hours: Per Diem Hours Per Pay Period: 0 Pay Rate/Range: 0 For 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.

Position Summary

The Surgical Services Secretary Office Assistant performs clerical duties within the Surgical Services Division.

Essential Functions and Responsibilities

• 1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
• 2. Receives the patient and family in the Surgical Services waiting room, greets the patient using customer service skills.
• 3. Maintains and collates the chart parts and notifies the RN caring for the patient of the patient’s arrival.
• 4. Maintains accurate, timely communications with the Surgical Services team, patient, family and volunteer liaisons.
• 5. Maintains chart packs current with the most recent forms and demonstrates accurate, timely collating of both in and outpatient charts.
• 6. Performs receptionist and office assistant functions for the department, including but not limited to: maintaining chart parts with most current forms, stamping and collating patient charts, managing telephone communications, maintaining office supply inventory, troubleshooting office equipment, preparing pick and pack and direct purchase orders for office supplies, greeting and directing patients and visitors, responding to telephone inquiries and liaison for patient/ team.
• 7. Performs all other related duties as assigned.

Education & Experience Requirements

• High School Diploma required
• College or Business (Secretarial) School graduate preferred
• Minimum 3-5 years’ experience highly preferred

Core Competencies

• Must be able to speak, write, understand and communicate in English language
• Perform multiple duties in a high volume area
• Efficiently balance visitors, phone callers, and secretarial duties
• Ability to deal professionally and efficiently with all staff and all levels of management and external constituencies
• Self-starter, self-motivated and ability to work without supervision
• Flexible, organized and able to set priorities
• Excellent telephone manners and good communication skills
• Exhibit courteous, cooperative and professional attitude at all times
• Retains composure under stress

Physical/Mental Demands/Requirements & Work Environment

• 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.
• Must be physically able to sit or stand for a minimum of 3 hours.
• Must be able to perform word processing/computer work and use of transcription equipment 100% of the time.
• Must be able to use of hand coordination and finger dexterity 100% of the time.
• Must have the ability to concentrate for extended periods of time and with distractions
• Perform repetitive functions constantly.
• Must be able to read and follow written and verbal instructions 100% of the time.
• Must be able to follow through on assignments without supervision constantly.
• Must be able to take initiative and be creative with workflow constantly.
• Must be able to communicate effectively, create form documents and compose correspondence frequently.
• Must be able to monitor flow of traffic (visitors, meetings, phone calls) and assess priorities constantly.
• Must be able to detect objects close and far away 100% of the time.

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.

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 healthcare 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.