Position Summary

The WPPA Administrative Assistant provides administrative and office support to the Senior Vice President, Vice Presidents, and Directors in the Department of Ambulatory & Physician Services.

 

Essential Functions and Responsibilities Includes the Following

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.

2. Provides administrative/secretarial support including preparation of letters, memos, reports, etc. Processes incoming and outgoing mail, routing appropriately. Briefs and follows-up with Vice-Presidents and Directors, on a timely basis.

3. Maintains multiple calendars and schedules appointments, coordinating time, location, personnel, and refreshments as required. Schedules meetings that require coordinating multiple calendars and provides appropriate back up data and follow up, prepares appropriate meeting materials, location, audiovisual needs etc., as needed.

4. Initiates department check requests, obtains approvals and works directly with Accounts Payable to ensure prompt payment.

5. Processes check requests for physician practices - verifying accuracy of calculations and backup documentation. Works directly with Accounts Payable to ensure timely receipt of WPH checks. Upon receipt of checks, inserts identifying practice information (acct. and invoice #s) on each check, forwards copies of each check to appropriate office manager, mails payment to vendors. Maintains copies of request/check/backup for each practice.

6. Responsible for reviewing the WPPA and Physician Practices time sheets for accuracy prior to submission for signature/approval.

7. Initiates IT Service Requests for new physician practices (including physicians and support staff) requiring WPH emails, required office applications, and additional IT equipment (if needed). Additionally, initiates IT Service Requests for changes in access, additions and terminations for Ambulatory & Physician Services and physician practices.

8. Acts as the gatekeeper for contracts related to: physician practices, WPH employed Medical Staff, and on call stipends. Responsible for scanning documents to shared drive, adding physician information (date of contract, terms of contract, expiration dates) to the contract log. Advises Executive Vice-President of Administration of upcoming contract expiration dates. Updates file, as appropriate.

9. Assists with the preparation of checks and maintains records of payments for the cardiology PC and those physicians enrolled in various other programs (ex: First Assist, Neurology, Ophthalmology, ER, General Surgery on-call).

10. Responsible for posting job requisition/job description on Hiring Manager for all positions available within the physician practices and the Department of Ambulatory and Physician Services.

11. Responsible for training new Office Managers with preparation of timesheets, check requests, and purchase orders. Liaison with office managers providing information as needed.

12. Responsible for ordering and maintaining departmental office supplies.

13. Works closely with Administration personnel.

14. Works closely with all WPH ancillary departments.

15. Performs all other related duties as assigned.

Education & Experience Requirements

High school degree or GED required. College or business (secretarial) school graduate preferred.

Minimum of 5 years current business experience utilizing administrative and decision-making skills, secretarial skills, and working with senior level management preferred.

Skills: Outlook, Word, Excel, Power Point

Core Competencies

ï‚· Ability to speak, write, understand and communicate in English language

ï‚· Ability to multi-task in a high volume area, fast paced environment

ï‚· Efficiently balances visitors, phone callers, and administrative/secretarial duties

ï‚· Ability to deal professionally and efficiently with all levels of management and external

ï‚· constituencies

ï‚· Self-starter, self-motivated and ability to work without supervision

ï‚· Flexible, organized and able to set priorities

ï‚· Excellent telephone manners and communication skills

ï‚· Exhibit courteous, cooperative and professional attitude at all times

ï‚· Retains composure under stress

ï‚· Position requires utmost confidentiality due to accessibility of sensitive documents, e.g. contracts, financial information and personnel issues.

Physical/Mental Demands/Requirements & Work Environment

ï‚· Ability to concentrate and perform computer work for extensive periods of time and with distractions

ï‚· Occasionally move and/or transport of 15 to 20 pounds

ï‚· Requires frequent movement about the department and rounding to various departments in the hospital throughout the day

ï‚· Ability to remain in stationary position for extended periods of time

ï‚· Ability to read and follow written and verbal instructions

ï‚· Ability to follow through on assignments without supervision

ï‚· Ability to take initiative and be creative with workflow

ï‚· Ability to communicate effectively, create form documents and compose correspondence

ï‚· Ability to monitor flow of office traffic (visitors, meeting, phone calls, etc.)

ï‚· 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.

 

Primary Population Served

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☒ 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.