Administrative Coordinator - Cardiology at White Plains Hospital – Yorktown Heights, New York

Position Summary

Performs administrative duties for the Cardiology Practice, including managing diverse and confidential projects, taking and processing new patient information, Organizes and maintains files and records. Establishes and maintains working relationships with personnel in other departments. Maintains calendar and to ensure identified priorities are addressed. Performs other duties, including office management tasks, as assigned.

Essential Functions and Responsibilities includes the Following:

1. Supports Practice Administrator with administrative detail on various assigned projects and the administration of the day-to-day operations.
2. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
3. Completes project and special assignments by establishing objectives, determines priorities, managing time, gaining cooperation of others monitoring progress, problem solving making adjustment to plans.
4. Resolves routine and complex inquiries. Responds independently and/or draft response for director s review to correspondence. Gathers information and follows up with appropriate staff on behalf of director.
5. Identifies, follows up and tracks requests of great importance which require immediate attention including contracts, reports, memos, and other documents as needed in a timely and accurate manner.
6. Coordinates production and distribution of related project material as required. May prepare meeting notices, reports and agendas, notifies attendees; and resolves scheduling conflicts. Records and tracks meeting minutes follow up items. Ensures timely resolution of critical issues and other matters when needed.
7. Ensures compliance with any record retention procedures. Develops and maintains appropriate document filing systems (both hard copy and electronic), for easy reference and access. Maintains confidentiality and recommends solutions or actions required.
8. May have budget oversight as directed. Monitors supply inventory; orders and stocks all office supplies. May prepare expense reimbursement requests and maintains office equipment as assigned.
9. Performs all other related duties as assigned.

Education & Experience Requirements

• High School Diploma or equivalency required. Bachelors preferred.
• 1 – 3 years In an administrative support role or related experience.
• Computer literacy required.

Core Competencies

• Excellent communication (both oral and written), interpersonal, meticulous, organization, project coordination, customer service and multitasking skills.
• Communication skills Critical thinking skills and decision-making
• Working knowledge of Microsoft Office( Word, Excel, PowerPoint, and Outlook).
  Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Customer Service Ability to multi-task
• Teamwork Adaptability
• Planning and organizing Attention to detail

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.

• Ability to perform computer work for extensive periods of time.
• Requires movement about the department frequently throughout the day.
• Requires travel to other departments as needed for training, meetings, etc.
• Ability to remain in stationary position for extended periods of time.
• Ability to respond to phone calls.

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.