Office Manager at White Plains Hospital – WHITE PLAINS, New York

Responsible for administrative functions and office/secretarial support to the Director of Pathology and Lab Administrative Director. Specific focus on maintaining all administrative files, records and documents as required by the various regulatory agencies. Additional responsibility of medical transcription documentation.

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
2. Maintains Director of Pathology’s calendar and schedules appointments, coordinating time, location, personnel as required.
3. Maintains Administrative Directors calendar and schedules appointments, coordinating time, location, personnel, as required.
4. Assist Clinical Laboratory Director as needed.
5. Provides administrative/secretarial support, including transcribing/typing of all letters, memos, reports, minutes, etc.; processes incoming and outgoing mail, routing appropriately, recording and following up as required.
6. Maintains all administrative files as they relate to the various regulatory agencies, NYS, CAP, AABB, etc.
7. Ensures that lab personnel files are up to date with required documentation of license, education, etc.
8. Provides administrative support to the various lab section supervisors as needed, to assist them in meeting regulatory requirements of their section.
9. Processes breast conference in absence of designated individual.
10. Monitors Purchase Requisitions and Check Request.
11. Maintains and schedules pick-up for off-site storage and submit invoices to Purchasing.
12. Maintains Policy & Procedure manual for Gen Lab.
13. Ensures hospital maintains 100% compliant rate with SDS and submits invoices to Purchasing.
14. Schedules meetings that require coordinating multiple calendars and provides appropriate back up data and follow up, prepares appropriate meeting materials, location, audiovisual needs, etc.
15. Screens and appropriately handles all telephone callers and visitors in the Administration Office.
16. Assists with the day to day operations of the main laboratory office; provides pathology results to the clinicians, provides slides to patients for consultation, oversees mailing of reports to physicians.
17. Ensures that the main laboratory office is properly staffed, assists with scheduling and time off requests.
18. Coordinates Laboratory meetings, Events, and facilitates survey schedules
19. Oversees biweekly payroll time sheets for all lab sections.
20. Performs all other related duties as assigned.

Associate or Bachelors’ degree in relevant field. Minimum 3-5 years’ experience preferred