Department Secretary - Full Time Days 8Am-4Pm - Outpatient Hemodialysis

Long Island Community Hospital has served this richly diverse region as a patient-first community hospital for more than 60 years. As Long Island's only independent community hospital, we are 100% committed to becoming the community's healthcare provider of choice with our greatly enhanced services including the Knapp Cardiac Care Center, our highly-advanced heart disease diagnosis and treatment facility, our new modern surgical pavilion, our unique ER approach, and our high-touch services including women's imaging, sleep laboratory and orthopedics and more. These services are delivered with the highest level of compassion by our LI Community Hospital staff - Long Islanders with an unmistakable mix of courage and heart who care about the people right here in our community and whose sole purpose is to provide personalized comfort. For more information, go to licommunityhospital.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:

We have an exciting opportunity to join our team as a Department Secretary.

In this role, the successful candidate Under general supervision & according to established policies & procedures, implements, evaluates & maintains automated office systems that enhance the efficiency & effectiveness of the department. Responsible for providing secretarial support for the department including but not limited to, data preparation, compilation & input. Supports the Administrative operations of the department. Utilizes a personal computer & other standard office equipment. Enters new schedules & revised schedules into Kronos. Collaborates with payroll to maintain accurate departmental biweekly payroll. Assists Nurse Managers of the department as instructed by the Director to provide secretarial duties. Answers telephone calls & directs calls to appropriate discipline. Assists Insurance Coordinator with maintaining functioning of the department, such as but not limited to, census, arranging transportation, update contracts in accordance with the Compliance Office, takes and types minutes, etc.

Job Responsibilities:

• Customer/Interpersonal Relations

• Demonstrates awareness of & participates in activities that support customer satisfaction.

• Interacts effectively with hospital personnel, medical staff, patients or families.

• Willing accepts & completes assignments in a timely manner.

• Works collaboratively with Management to achieve department & hospital wide goals & objectives.

• Maintains personal appearance as outlined in organizational dress code.

• Promotes professional & collegial work environment

• Demonstrates a positive, professional attitude, courteous manner & promotes teamwork.

• Telephone and Electronic Communication

• Utilizes organizational scripting when answering the telephone

• Answers telephones in a friendly, courteous manner.

• Responds to routine inquiries & relays calls/ messages timely

• Demonstrates the ability to complete the tasks of facsimile transmission, electronic mail transmission, scanning & photocopy duplication in an efficient & discretionary manner.

• Screens callers & announces call to management/staff as needed.

• Transfers calls expediously and/or takes accurate messages

• Office Related Duties

• Orders & maintains supplies necessary for efficient functioning of the department.

• Coordinates schedules, room & anticipates needs for departmental & interdepartmental meetings, collaborates with IT to reserve/deliver equipment.

• Organizes & records meeting minutes, handouts & assumes responsibility for distribution. Coordinates information from meetings for follow-up.

• In collaboration with Committee Chairpersons & Department Heads, or designee retrieves, compiles & inputs data for reporting & tracking mechanisms.

• Organizes & files appropriate records & documentation.

• Participates in DNV, DOH initiatives & readiness: i.e. crash cart logs, temp logs, certifications, licensure, data collection etc.

• Transcribes from tapes, prepares memorandums, flyers, reports, recognition letters, & correspondence as necessary.

• Works variable hours, is flexible to provide support to the department as needed.

• Ensures correctness of information before distributing to staff or other related departments.

• Organizes information logically, proof reads, keeps current lists & updates

• Prepares payroll using computerized &/or manual systems, updates & maintains attendance records.

• Utilizes department and Hospital resources in a cost-effective manner.

• Prepares meetings agendas, notifies meeting participants.

• Participates is organizational initiatives: i.e. Blood drive, Skills day

• Prepares purchase requisitions for supplies & requests

Participates in Performance Improvement Activities

• Participates in unit performance improvement projects where appropriate

• Contributes ideas and suggestions to improve unit function

• Maintains patient/employee confidentiality

• Participates in cost containment and responsible use of time and supplies

• Participates & implements performance improvement efforts consistent with the hospital-wide & department specific Performance Improvement Program

• Complies with governmental regulatory agencies-i.e. DNV, DOH etc.

• Collects and organizes data for evaluation

• Actively participates in maintaining patient safety standards

• Participates in collecting data for Crown Web entry.

• Participates in Fistula First initiative.

• Updates Quality Excellence Council bulletin board timely

Minimum Qualifications:

To qualify you must have a Ability to read & write @ a level of normally acquired through completion of high school

Business school or related job experience (preferred)

Organizational skills, proficient with (but not limited to) Microsoft office/word, Kronos, email, Lawson, filing, power point, excel & type with accuracy etc.

Requires analytical skills necessary to maintain & retrieve data.

Requires interpersonal skills, customer service etiquette necessary to effectively interact with hospital personnel, medical staff, patients & families.

Ability to concentrate & pay close attention to detail to complete required services in accordance with established schedules & deadlines.

Ability to prioritize & manage multiple tasks/project in a fast-paced environment.

Ability to prepare complex statistical tables, forms, correspondence, reports & rough draft to final dictation.

Ability to walk and stand for approximately 90% of work time.

Knowledge of Crown Web, Clinical Vision, KRONOS and Policy Tech preferred.

Must be able to lift and carry a minimum of 0 to 50 pounds

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

Long Island Community Hospital 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.

Long Island Community Hospital is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.

If you wish to view Long Island Community Hospital's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

Long Island Community Hospital 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 $40,999.99 - $43,485.00 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