Administrative Associate Emergency Medical Services 9A5P

NYU Langone Hospital—Brooklyn is a full-service teaching hospital and Level I trauma center located in Sunset Park, Brooklyn. The hospital is central to a comprehensive network of affiliated ambulatory and outpatient practices, and serves as NYU Langone Health's anchor for healthcare access, growth, and delivery in the entire borough. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

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Position Summary:
We have an exciting opportunity to join our team as a Administrative Associate - Emergency Medical Services 9A-5P.

In this role, the successful candidate Performs and provides clinical administrative support services for the Medical Director and the Administrative Director.

Job Responsibilities:

• Completes and delivers on all work commitments accurately and consistently in order of priority. Accepts direction and changes in assignment willingly.
• Courteously receives phone calls, records messages and directs calls appropriately.
• Initiates calls for the Directors and gives phone reports with appropriate documentation.
• Arranges meetings and conferences, schedules interview and appointments to maintain Directors' schedules without conflict.
• Handles incoming and outgoing mail, opens, sorts, prioritizes, and distributes.
• Takes and types all departmental minutes. Assures accuracy by proofreading before submission.
• Compiles and prepares reports an/or statistics relating to the department.
• Uses computer database to develop Quality Assurance Monitors to assist the Directors and Assistant Director.
• Coordinate medical staff education requirements. Books conference room, gathers materials and prepares handouts.
• Files all work to ensure easy retrieval of materials.
• Maintains and organizes office facilities; organizes and maintains inventory of laboratory lockers and their distribution; inventory of office keys and procurement as needed.
• Maintains employee files. Tracks required documentation.
• Coordinates special projects and events as assigned by the Medical, Administrative, and Assistant Director.
• Maintains professional growth and development through educational programs and in-services.
• Coordinates ordering of supplies and oversees maintenance of equipment.

Additional Position Specific Responsibilities:
Screen incoming departmental calls including coordination of employee callouts, completing documentation, and arranging shift coverage to maintain appropriate staffing levels.
Support payroll processing and timekeeping including updates of daily schedule in MyTime
Manage and reconcile the departments EZ-Pass fleet account.
Process and respond to vehicle violations promptly to prevent penalties or judgments.
Maintain and reconcile compliance documentation for the NYS-DOH 800 Checklist.
Process daily requests for ambulance call reports and subpoenas.
Assist admin staff with completion of work-related incident reports and required MSS documentation.
Coordinate compliance of Occupational Health Services (OHS) annual assessments and fit testing requirements for all EMS staff
Assist with data collection and management for EMS programs
Complete and submit FDNY daily shift staffing rundown
Support the Quality Improvement Coordinator by tracking, organizing, and maintaining performance data
Conduct daily patient care record reviews to ensure accuracy and completeness.
Monitor the Health EMS dashboard to ensure timely submission of patient care reports in accordance with billing and regulatory requirements.
Complete and submit mandatory FDNY mental health report
Assist with applications for EMT and Paramedic student cohorts
Coordinate and schedule interview dates with applicants
Collect and organize required NTV onboarding documentation and MSS activation for students
including compliance with onboarding requirements and processes
Coordinate time keeping for the instructors and training staff at the EMS training center
Maintain and reconcile training records in accordance with NYS DOH BEMS compliance

Minimum Qualifications:
To qualify you must have a High school diploma or equivalent
3+ years of previous secretarial and administrative experience preferred

Preferred Qualifications:
Experience with electronic medical record system preferred.
At least 3 years of in-depth experience in MS Outlook and Office.
Strong verbal communications skills with presence and comfort communicating with all levels of Operations and Clinical Management teams
Strong customer service skills, including phone etiquette

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Hospital—Brooklyn provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Langone Hospital—Brooklyn is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal. NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $52,228.34 - $61,210.50 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here

Required Skills

Required Experience