Office Manager, Occupational Health Services in WHITE PLAINS, New York at White Plains Hospital

Position Summary

The Office Manager for Occupational Health is responsible for the daily operations and administrative support for the Senior Director and department. The Office Manager will oversee the budget, timekeeping/scheduling/time off requests for all staff, maintains event calendars and visitor/client flow and act as a liaison to the outreach and wellness program

Essential Functions and Responsibilities Includes the Following:

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
2. Oversee the daily operations and provides administrative support to the Senior Director and Occupational Health Department.
3. Responsible for the management of monthly budget, ordering office and medical supplies, maintain inventory.
4. Liaison to outreach program.
5. Perform administrative functions for the department, including responding to all written/e-mail/telephone correspondence, maintaining remaining hard copy files as well as electronic/PC based files, resolving administrative and client issues, managing staff calendars, preparing check requests, and purchase orders as via the automated GHX invoice/financial application.
6. Manages the reception area to ensure effective and mail communications both internally and externally to maintain a professional image.
7. Responsible for coordination and scheduling of meetings and events.
8. Responsible for and to coordinate employee, contractor and volunteer notification and follow through for mandatory compliance of medical requirements.
9. Registration of employee visits for annual requirements, illness evaluations, vaccinations, physicals and follow up visits.
10. Maintains DOH and OSHA compliance and other regulatory standards as required.
11. Generates OHS metrics by extracting and compiling monthly data for total departmental visits for pre-hire employees, volunteers, contract staff and other staff as required.
12. Schedule appointments as indicated for medical and specialty consults and testing.
13. Activate and abstract pre hire employees, outside agency contract personnel, volunteers, students.
14. Contact providers for updates and clearance information.
15. Coordinates scheduling of committee and/or departmental staff meetings (as required), including recording meeting minutes, preparing appropriate meeting materials, meeting location, audiovisual needs, etc. required.
16. Maintain shared drives with Human Resources, Medical Staff Office and Volunteers Office.
17. Serves as a departmental resource for the Occupational Health Electronic Medical Record (EMR) system, assisting with system workflows, functionality, and user support.
18. Coordinates & Maintains time off requests & monthly schedule.
19. Performs all other related duties as assigned.

Education & Experience Requirements

College or Business School Graduate required.

Proficient in Microsoft Office Suite including Excel, PowerPoint, Word and Outlook.

Minimum 3-5 years’ administrative office experience required.

Core Competencies

• Communication Skills
• Maintains Composure under Stress
• Problem Solving Skills
• Team work
• Adaptability
• Judgment and Decision Making
• Stress Tolerance
• Attention to detail
• Ability to Multi task

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.
• Must be able to detect and greet visitors arriving in the front office.
• Ability to remain in stationary position 75% of the time.
• Constantly utilizes/operates the computer to access information.
• Ability to communicate to employees, volunteers and other members of the interdisciplinary team regarding their requests and/or needs.

Occasionally move office supplies to appropriate locations.

Salary Range: $61,972.95-$74,959.23 (based on full time)