Office Administrator at Westchester Medical Center – Kingston, New York

To provide overall administrative support services activities for the Administrative Director of Emergency Services and the Medical Director of Emergency Services; specific support as directed for the Nurse Manager, Lead Technician and the Charge RN staff. Support includes, but is not limited to: coordination of calendar(s), processing incoming and outgoing mail, including preparing draft responses as appropriate; follow-up and coordination of data; and data analysis related to the Emergency Services team (administrative, financial, quality, educational, personnel, etc.).

Responsibilities

• Provides administrative support to the Emergency Services Administrative Team (key interface for Nursing Services with physicians, high-level hospital personnel, hospital staff, etc.)
• Compiles ER report daily/monthly for Director. Quality Improvement Tracking focal point for Emergency Services (complaints).
• Provides administrative support for special projects (e.g., Confidential Absenteeism tracking/monitoring for Emergency Services; capital budget tracking tasks, incident report, etc.)
• Coordinates and maintains calendar for Administrative Director, Medical Director, Clinical Director of Emergency Services and Lead Technician. Schedules meetings with staff for Director, writes and distributes memo’s to staff for Director and manages Director’s calendar on group wise.
• Provides support to Medical Director regarding Policies and Procedures (typing, monitoring, distribution).
• Problem-solving issues for Emergency Services.
• Attends meetings, drafts and types minutes and related data for Administrative Team; type minutes for departmental meetings and various committees; type reports/forms/correspondence for the Emergency Services Administrative Team.
• Maintains and coordinates files for the Department of Emergency Services. Builds patient care chart and organizes all supporting documents; Maintains corporate customer database for Director.
• Prepares correspondence, statistical analysis, and reports as needed for the Emergency Services Administrative Team.
• Assists the Emergency Services Administrative Team in coordinating info, composing responses, and finalizing data in completion of tasks.
• Manages KRONOS time sheet entry and payroll approval with Director.
• Provides general clerical duties for Administrative Director including faxing, printing, mailing, phone call, typing, filing, data entry and all other duties as assigned.
• Performs any other duties as assigned.

Requirements/Qualifications:

Education:

• High School diploma or GED required; courses in secretarial science. Associate degree preferred but not required.

Experience:

• Minimum 3 yrs executive office experience.

Training/License:

• Minimum 3 yrs executive office experience.

Other:

• Excellent telephone skills, Excellent typing skills in various programs, Strong organizational skills, ability to multi-task, ability to work independently and make decisions.