OFFICE MANAGER at Westchester Medical Center – Poughkeepsie, New York

The Office Manager performs a variety of secretarial and clerical duties to support the goals and activities of the Education and Infection Control Departments. Under the supervision of the Director of Education, the Office Manager organizes and implements secretarial and clerical process to assure efficient department operations. The Office Manager oversees clerical staff in the Education, Diabetes Directions & Infection Control departments.

The Office Manager will maintain statistical data; manage equipment & supplies, scheduling and payroll

RESPONSIBILITIES

Office Management

• Types and proof reads all materials and correspondence.
• Accurately enters data into department data base as directed.
• Establishes priorities to ensure the timely completion of tasks. Completes identified priorities within 2 hours of request.
• Demonstrates flexibility in managing multiple tasks. Establishes priorities for other clerical staff.
• Assists in planning, developing, typing and distributing the monthly education calendar.
• Sorts and distributes mail to appropriate personnel on a daily basis. Identifies priority mail and brings this to personnel’s attention.
• Answers phone, monitors phone messages and refers messages to appropriate personnel. Problem solves messages.
• Demonstrates creativity in development of education brochures, handouts and educational catalogs. Utilizes wide range of resources to personalize educational materials.
• Maintains and collects data on projects as needed including quality data for Balanced Scorecard. Prepares Balanced Scorecard for Director’s review
• Prepares and submits biweekly payroll. Maintains and documents sick/absent and overtime.
• Generates the appraisal process/paperwork for Director.
• Schedules and coordinates department meetings and maintains calendar for Director.
• Assists in designing forms to facilitate department activities. Recommends changes to forms to assist in clarification.
• Assists in preparing audiovisual materials as needed and serves as a resource for the use of Atrium Conference Room audiovisual equipment.
• Assists in the distribution and monitoring of audiovisual materials and departmental equipment.
• Updates mailing lists and prepares bulk mailing for distribution as requested.
• Orders office supplies as needed and ensures office supply expenditures stay within budget guidelines. Monitors expenses and outstanding budget request/invoices to ensure timely payments.
• Photocopies and faxes materials within 24 hours as requested.
• Ensures timely repair of department equipment.
• Sends for information, brochures, etc. as requested.
• Sends out agenda & minutes to committee meetings when requested.
• Transcribes meeting minutes in a timely manner.

Education Department Support

• Maintains accurate employee mandatory education records. Monitors hospital department mandatory completion to ensure completion within timeframe.
• Monitors and records payment of program fees.
• Provides educational record reports to educators and hospital departments as requested.
• On a monthly basis assists in reconciling financial account.
• Tabulates surveys as directed.
• Files departmental correspondence as requested. Identifies efficient manner for filing.
• Maintains up-to-date program registration book.
• Maintains accurate Tuition Reimbursement records. Collaborates with Accounts Payable to meet specific employee needs.
• Maintains accurate staff attendance for monthly staff meetings.
• Appropriately delegates to and supervises volunteers assigned to department.
• Serves as mentor for new Unit Secretaries when requested.
• Appropriately delegates to and supervises volunteers assigned to department.
• Serves as mentor for new Unit Secretaries when requested.
• Maintains security of all data and communication.
• Updates policy manuals within the department.
• Assists in providing new employees/contract workers with orientation materials (i.e., OSHA, Medication Tests, and Contract Worker Orientation). Plans student clinical rotations to meet college/unit requests. Organizes and monitors health requirements and compliance for students.

Forms Design

• Works collaboratively with Print Shop to ensure timely printing and distribution of new/revised forms.
• Works collaboratively with managers to draft and design forms. Offers suggestions on design and format of new forms.
• Monitors printing requests to ensure the timely completion of request.
• Accurately maintains Forms Log.

Miscellaneous

• Coordinates activities for education clerical support personnel.
• Provides input for performance appraisals for clerical staff in Education, Infection Control and Diabetes Directions departments.
• Ensures the efficient functioning of the Diabetes clerical support staff.

Other

• Performs other related duties as assigned.

QUALIFICATIONS/REQUIREMENTS

EXPERIENCE

• Five years minimum secretarial experience demonstrating comparable skills set.

EDUCATION

• High School Diploma or GED
• Proficient in designated PC systems: (Word processing, Word Perfect, Windows XP and Office 2003, Department Database Systems, Graphic: MS Publisher, Adobe Illustrator, Adobe In-Design, Other as required: Access, Word, Excel, Outlook, etc).

LICENSES/CERTIFICATIONS

• N/A

OTHER

• If applicable, the individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies concerning infection control.
• Excellent communication skills.
• Ability to manage multiple tasks for two departments. Familiarity with medical terminology.
• Excellent organizational skills.