Administrative Assistant

White Plains Hospital Job Description Title: Department/Location: Administrative Assistant Care Management Job Code:100101 FLSA Status:Non-exempt Reports to: Administrative Director, Care Management Position SummaryResponsible for providing office assistance (secretarial/clerical support) to the Department of Care Management Essential Functions and Responsibilities Includes the Following:Understands and adheres to the WPH Performance Standards, Policies and Behaviors. Performs office assistant and secretarial functions for the department, including but not limited to, typing all correspondence, maintaining files, composing responses to inquires as appropriate, creating reports, maintaining statistics, taking minutes, maintaining calendars as required, managing telephone communications, maintaining office supply inventory, preparing check requests and purchase order as required, processing invoices, prepares new policies, forms and newsletters. Performs receptionist duties and responsibilities as required for the department, including but not limited to greeting and directing employees and visitors, responding to telephone inquiries. Coordinates scheduling of committee and/or departmental staff meetings (as required), including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. Administrative support to Care Management Leadership Type the updates and manage Policies and Procedures. Coordinates scheduling of committee and/or departmental staff meetings, including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. Manages/documents in Kronos recording schedules and approved PTO. Create the required forms needed for documentation of regulatory and operational functioning of the department. Create a filing and tracking system for the storage and retrieval of all archived documents. Human resource maintenance- records of licensure and certification, continuing education, processing evaluation and occupational health forms. Maintain current care management information as related to staff meeting binder, Utilization Committee Meeting binder, clinical updates, memos, policies and procedures and organizational goals. Provide support to CM Assistant and CM Clerks as needed: PAC authorization requests, transportation arrangements, follow-up appointments, etc.. Performs all other related duties as assigned. Education Experience RequirementsHigh School Graduate Required College or Business (Secretarial) School graduate preferred Minimum 3-5 years experience preferred Extensive working knowledge of Microsoft Office (Word, Excel, Access and Power Point). Knowledge of medical terminology Core CompetenciesPerforms multiple duties in a high volume area Demonstrates analytical skills as well as accuracy and attention to detail. Ability to deal professionally and efficiently with all staff and all levels of management and external constituencies Self-starter, self-motivated and ability to work without supervision Flexibility Organized Adaptability Attention to detail Stress tolerance Physical/Mental Demands/Requirements Work EnvironmentMay be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospitals SDS (Safety Data Sheet) data base and may be accessed through the hospitals 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 physically able to sit for extended periods of time Must be able to perform word processing/computer work and use of transcription equipment for extend periods of time Use of hand coordination and finger dexterity Must be physically able to push/ pull/ lift heavy objects more than 30 lbs Must have the ability to concentrate for extended periods of time and with distractions Perform repetitive functions Ability to read and follow written and verbal instructions Ability to follow through on assignments without supervision Ability to take initiative and be creative with workflow Ability to communicate effectively, create form documents and compose correspondence. Ability to monitor flow of traffic (visitors, meetings, phone calls) and assess priorities Good vision and excellent hearing Primary Population ServedCheck 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) â˜'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.White Plains Hospital Job DescriptionTitle:Department/Location:Administrative AssistantCare ManagementJob Code: 100101FLSA Status: Non-exemptReports to:Administrative Director, Care ManagementPosition SummaryResponsible for providing office assistance (secretarial/clerical support) to the Department of Care ManagementEssential Functions and Responsibilities Includes the Following: * Understands and adheres to the WPH Performance Standards, Policies and Behaviors. * Performs office assistant and secretarial functions for the department, including but not limited to, typing all correspondence, maintaining files, composing responses to inquires as appropriate, creating reports, maintaining statistics, taking minutes, maintaining calendars as required, managing telephone communications, maintaining office supply inventory, preparing check requests and purchase order as required, processing invoices, prepares new policies, forms and newsletters. * Performs receptionist duties and responsibilities as required for the department, including but not limited to greeting and directing employees and visitors, responding to telephone inquiries. * Coordinates scheduling of committee and/or departmental staff meetings (as required), including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. * Administrative support to Care Management Leadership * Type the updates and manage Policies and Procedures. * Coordinates scheduling of committee and/or departmental staff meetings, including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required. * Manages/documents in Kronos recording schedules and approved PTO. * Create the required forms needed for documentation of regulatory and operational functioning of the department. * Create a filing and tracking system for the storage and retrieval of all archived documents. * Human resource maintenance- records of licensure and certification, continuing education, processing evaluation and occupational health forms. * Maintain current care management information as related to staff meeting binder, Utilization Committee Meeting binder, clinical updates, memos, policies and procedures and organizational goals. * Provide support to CM Assistant and CM Clerks as needed: PAC authorization requests, transportation arrangements, follow-up appointments, etc.. * Performs all other related duties as assigned.Education & Experience Requirements*

High School Graduate Required * College or Business (Secretarial) School graduate preferred * Minimum 3-5 years experience preferred * Extensive working knowledge of Microsoft Office (Word, Excel, Access and Power Point). * Knowledge of medical terminologyCore Competencies*

Performs multiple duties in a high volume area * Demonstrates analytical skills as well as accuracy and attention to detail. * Ability to deal professionally and efficiently with all staff and all levels of management and external constituencies * Self-starter, self-motivated and ability to work without supervision * Flexibility * Organized * Adaptability * Attention to detail*

Stress tolerancePhysical/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 physically able to sit for extended periods of time * Must be able to perform word processing/computer work and use of transcription equipment for extend periods of time * Use of hand coordination and finger dexterity * Must be physically able to push/ pull/ lift heavy objects more than 30 lbs * Must have the ability to concentrate for extended periods of time and with distractions * Perform repetitive functions * Ability to read and follow written and verbal instructions * Ability to follow through on assignments without supervision * Ability to take initiative and be creative with workflow * Ability to communicate effectively, create form documents and compose correspondence. * Ability to monitor flow of traffic (visitors, meetings, phone calls) and assess priorities * Good vision and excellent hearingPrimary Population ServedCheck 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)â˜'All populations * Bariatric Patients with weight related comorbidities * Non-patient care populationThe responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.