White Plains Hospital Job Description

 

Title:

Department/Location:

Administrative Assistant

Care Management

Job Code:    100101

FLSA Status:    Non-exempt

Reports to:

Administrative Director, Care Management

 

 Position Summary                                                                                                                                                                             

Responsible for providing office assistance (secretarial/clerical support) to the Department of Care Management

 Essential Functions and Responsibilities Includes the Following:                                                                                                                                                                              Understands and adheres to the WPH Performance Standards, Policies and Behaviors. Performs office assistant and secretarial functions for the department, including but not limited to, typing all correspondence, maintaining files, composing responses to inquires as appropriate, creating reports, maintaining statistics, taking minutes, maintaining calendars as required, managing telephone communications, maintaining office supply inventory, preparing check requests and purchase order as required, processing invoices, prepares new policies, forms and newsletters. 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. Coordinates scheduling of committee and/or departmental staff meetings (as required), including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. Administrative support to Care Management Leadership Type the updates and manage Policies and Procedures. Coordinates scheduling of committee and/or departmental staff meetings, including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. Manages/documents in Kronos recording schedules and approved PTO. Create the required forms needed for documentation of regulatory and operational functioning of the department. Create a filing and tracking system for the storage and retrieval of all archived documents. Human resource maintenance- records of licensure and certification, continuing education, processing evaluation and occupational health forms. Maintain current care management information as related to staff meeting binder, Utilization Committee Meeting binder, clinical updates, memos, policies and procedures and organizational goals. Provide support to CM Assistant and CM Clerks as needed: PAC authorization requests, transportation arrangements, follow-up appointments, etc.. Performs all other related duties as assigned.  Education & Experience Requirements                                                                                                                                                                              High School Graduate Required College or Business (Secretarial) School graduate preferred Minimum 3-5 years experience preferred Extensive working knowledge of Microsoft Office (Word, Excel, Access and Power Point). Knowledge of medical terminology  Core Competencies                                                                                                                                                                              Performs multiple duties in a high volume area Demonstrates analytical skills as well as accuracy and attention to detail. 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 Flexibility Organized Adaptability Attention to detail   Stress tolerance

 

 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 for extended periods of time Must be able to perform word processing/computer work and use of transcription equipment for extend periods of time Use of hand coordination and finger dexterity Must be physically able to push/ pull/ lift heavy objects more than 30 lbs Must have the ability to concentrate for extended periods of time and with distractions Perform repetitive functions Ability to read and follow written and verbal instructions Ability to follow through on assignments without supervision Ability to take initiative and be creative with workflow Ability to communicate effectively, create form documents and compose correspondence. Ability to monitor flow of traffic (visitors, meetings, phone calls) and assess priorities Good vision and excellent hearing

 

 

 Primary Population Served                                                                                                                                                                             

 

Check appropriate box(s) below:

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

 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.