Senior Administrative Professional - Executive Secretary - Office Manager Opening

Job Title: Office Manager

Department: Quality Management

Location: New York, NY 10029

Duration: 7+ weeks with strong possibilities of extension

Schedule: 8:00 AM-4:00 PM

Schedule Notes:

• Master's Degree is required for this role, in addition to 4 years of administrative experience.
• Ideal candidates will also have experience working within hospital environments and a strong understanding of hospital operations.

Purpose of position:

• Under direction, with moderate latitude for initiative and exercise of judgment, performs confidential and difficult, multidisciplinary work involving dictation, transcription, preparation of correspondence, collections of departmental reports and metrics, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures. Responsible to an Executive Officer of the Corporation, Executive Director, Deputy Executive Director or Senior Executive staff members. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Executive Officer.

Qualifications and education requirements:

• A Master’s Degree in Art or Science with a specialization in Hospital Administration, Health Care administration, Administrative Medicine or in Public Health when conferred for a program in hospital administration from an approved college or university; and,
• Four years of administrative experience and background at responsible management and administrative levels; or,
• An equivalent combination of training, educational background and experience in related fields and educational disciplines; and,
• Knowledge of fundamentals of hospital organization, administration and standards, regulations and laws applicable to hospital operations. Knowledge of principles of business and personnel administration, management functions and support service functions and ability to direct and supervise personnel.
• Ability to adapt easily and seamlessly to changes in workflow as guided by departmental needs.

Roles and responsibilities:

• Takes dictation of confidential and/or complex nature, transcribes, uses shorthand or transcribing machines (e.g. correspondence, detailed reports and technical matters).
• Prepares agenda, assembles materials, makes necessary arrangements to prepare and record proceedings of meetings and conferences.
• Makes confidential contracts and attends to other confidential matters pertaining to quality management and performance improvement.
• Assists Executives, Officers and Administrators with preparation of records and data and maintains confidential files.
• Prepares and edits correspondence and reports; may compose own correspondence for Executives and officers.
• Answers, screens, and handles telephone calls, receives and screens callers and visitors, keeps schedules of appointments, makes reservations, and handles and anticipates conflicts in scheduling.
• Keeps the Executive informed of pending matters, appointments, schedule conflicts, changes in workflow.
• Keeps the Executive informed of critical changes in schedules, reports, meetings and correspondences.
• Prepares replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive.
• Supervises secretarial and clerical personnel assigned to the office when asked, and plans, assigns and reviews work of such personnel to assure satisfactory performance.
• Participates in training programs to acquire knowledge of hospital operations and skill development.
• Prepares and anticipates year-long schedules and coordination of schedules for governing body activity.
• Participates in capacity building programs and activity under the directive of the Executive officer.
• Attends staff meetings and conferences and reports results to Executive Directors and/or Corporate Officers.

General:

• Performs Related Duties as assigned; as those duties relate and extend to Planning, administering, and monitoring quality management, regulatory requirements, and quality improvement processes.
• Adapts to changes in work flow.
• Manages changing and fluctuating calendars.

EEO: “Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”