Office Manager-Information Technology

Position Summary The ideal candidate is a self-starter who will lead initiatives to optimize processes, drive innovation, and uphold the highest standards of care and customer service for the hospitals technology functions.The manager will be a proactive, highly organized professional with a friendly demeanor and exceptional multitasking skills. The manager should have a solid background in administrative duties, office management, expense processing and basic Human Resources functions, coupled with a strong commitment to creating a positive and efficient workplace. The Office Manager is responsible for the daily operations of the IT Department and will manage the IT department operations including financial expense forecasting and management, procurement, time and attendance, and invoice preparations/processing. Essential Functions and Responsibilities Includethe Following: Understands and adheres to the WPH Performance Standards, Policies and Behaviors. Interacts with department managers, administration and staff across White Plains Hospital (WPH) to provide operational support for all technology functions. Addresses concerns, resolves problems and/or escalates to appropriate IT Leader.Must be resourceful and persistent and be able to troubleshoot problems, following through to resolution. Manages scheduling, time and attendance tracking for IT staff. Manages IT procurement functions for WPH including contracting, purchase orders and Invoice processing using WPH tools.Ensures all Invoices processed in a timely manner and track expenses to committed budget. Organizes IT contracts, support and maintenance agreements as required for the IT department. Oversee the physical office space of IT to ensure offices are kept clean, repaired, secure and in good working order.Track all space and equipment assignments of IT staff across the department. Oversees the daily office operations and supplies of the IT Department such as ordering new stationery, furniture, appliances, and electronics as required. Reports department operations status and progress to management team weekly, working to improve office operations and automate procedures. Assists in the onboarding and orientation of new hires including development of WPH IT staff orientation knowledge. Ability to handle multiple priorities, keeping track of deadlines in a busy environment, working independently and as part of a team. Responsible for coordination and scheduling of complex meetings for IT leaders, including IT conference room schedules, as well as facilitating IT departmental events and meetings. As needed, interviews and trains IT staff, organizing HR paperwork including job descriptions, contact information, staff surveys and organizational charts. Supports upholds established policies, procedures, objectives, quality improvement, safety, environmental and regulatory initiatives.Assists IT leadership in administering WPH policies and procedures. Performs all other duties as assigned. Education Experience Requirements Minimum 5 years office operating experience in a fast-paced environment, startup or consulting background preferred. Bachelors Degree or equivalent combination of education and/or experience required. Strong analytical and problem-solving abilities. Effective communicator able to work cross-functionally with different levels of the organization. Adaptable and resilient, skilled in navigating ambiguity and leading change. Core Competencies Ability to effectively use Microsoft O365 tools to streamline IT Office Management functions. Demonstrated experience driving changes from paper to electronic workflow processes for general administrative tasks and approvals Experience with Sharepoint online, MSforms, and power automate preferred Experience with project management and analytics tools (e.g., Monday, Looker, Asana, PowerBI). Excellent interpersonal and verbal/written communication skills Exercises time management and organizational skills Ability to manage multiple priorities at the same time Ability to use good judgment and has sound decision making skills Able to maintain confidentiality and exercise both discretion and diplomacy at all times. 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 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. (Standard for all Job Descriptions) 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 â˜' 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.Position SummaryThe ideal candidate is a self-starter who will lead initiatives to optimize processes, drive innovation, and uphold the highest standards of care and customer service for the hospital's technology functions. The manager will be a proactive, highly organized professional with a friendly demeanor and exceptional multitasking skills. The manager should have a solid background in administrative duties, office management, expense processing and basic Human Resources functions, coupled with a strong commitment to creating a positive and efficient workplace.The Office Manager is responsible for the daily operations of the IT Department and will manage the IT department operations including financial expense forecasting and management, procurement, time and attendance, and invoice preparations/processing.Essential Functions and Responsibilities Include the Following: * Understands and adheres to the WPH Performance Standards, Policies and Behaviors. * Interacts with department managers, administration and staff across White Plains Hospital (WPH) to provide operational support for all technology functions. Addresses concerns, resolves problems and/or escalates to appropriate IT Leader. Must be resourceful and persistent and be able to troubleshoot problems, following through to resolution. * Manages scheduling, time and attendance tracking for IT staff. * Manages IT procurement functions for WPH including contracting, purchase orders and Invoice processing using WPH tools. Ensures all Invoices processed in a timely manner and track expenses to committed budget. * Organizes IT contracts, support and maintenance agreements as required for the IT department. * Oversee the physical office space of IT to ensure offices are kept clean, repaired, secure and in good working order. Track all space and equipment assignments of IT staff across the department. * Oversees the daily office operations and supplies of the IT Department such as ordering new stationery, furniture, appliances, and electronics as required. * Reports department operations status and progress to management team weekly, working to improve office operations and automate procedures. * Assists in the onboarding and orientation of new hires including development of WPH IT staff orientation knowledge. * Ability to handle multiple priorities, keeping track of deadlines in a busy environment, working independently and as part of a team. * Responsible for coordination and scheduling of complex meetings for IT leaders, including IT conference room schedules, as well as facilitating IT departmental events and meetings. * As needed, interviews and trains IT staff, organizing HR paperwork including job descriptions, contact information, staff surveys and organizational charts. * Supports & upholds established policies, procedures, objectives, quality improvement, safety, environmental and regulatory initiatives. Assists IT leadership in administering WPH policies and procedures. * Performs all other duties as assigned.Education & Experience Requirements * Minimum 5 years office operating experience in a fast-paced environment, startup or consulting background preferred. * Bachelor's Degree or equivalent combination of education and/or experience required. * Strong analytical and problem-solving abilities. * Effective communicator able to work cross-functionally with different levels of the organization. * Adaptable and resilient, skilled in navigating ambiguity and leading change.Core Competencies*

Ability to effectively use Microsoft O365 tools to streamline IT Office Management functions. * Demonstrated experience driving changes from paper to electronic workflow processes for general administrative tasks and approvals * Experience with Sharepoint online, MSforms, and power automate preferred * Experience with project management and analytics tools (e.g., Monday, Looker, Asana, PowerBI). * Excellent interpersonal and verbal/written communication skills * Exercises time management and organizational skills * Ability to manage multiple priorities at the same time * Ability to use good judgment and has sound decision making skills * Able to maintain confidentiality and exercise both discretion and diplomacy at all times.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. (Standard for all Job Descriptions)* 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 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)* All populations * Bariatric Patients with weight related comorbiditiesâ˜' 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.