Office Manager

Position Summary

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.
Essential Functions and Responsibilities Includes the Following:

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.

Education & Experience Requirements

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

Core Competencies

Flexibility Organized Adaptability Attention to Detail Stress Tolerance
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.
  • The position operates in a professional office environment. The role routinely uses standard office equipment such as phones, computers, photocopiers, filing cabinets and fax machines located at multiple locations within the building.
  • Ability to constantly greet and direct staff, visitors and callers.
  • Ability to remain stationary for extended periods of time.
  • Ability to move about the office frequently

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.

Salary range: $61,972.95-$92,959.23 (based on full-time employment)