Administrative Assistant

Job Details:

The Administrative Assistant provides administrative support to the Vice President/Administrator of St. Anthony Community Hospital as well as other operational departments. Serves as a central point of contact for staff and community members when seeking information about the hospital and its services.

RESPONSIBILITIES:

• Communicates pertinent information to staff and management in a complete and timely manner.
• Compiles information as requested in a detailed and precise fashion and prepares appropriate correspondence.
• Answers routine telephone calls and written correspondences on own initiative using good judgment and assessment skills to evaluate each situation and handle appropriately.
• Processes and sends out reminder notices of upcoming meetings.
• Coordinates schedule of management and team meetings.
• Arranges for conference rooms and audiovisual equipment.
• Processes supply orders using the contracted vendor.
• Assembles and distributes various reports to management after necessary calculations are completed.
• Effectively uses automated systems to perform work assignments.
• Processes and maintains confidential personnel transactions.
• Sets up appointments and meetings for SACH Leadership staff as needed. Sets up meetings for Charity system and WMC network participants.
• Utilize Kronos to enter schedules, and processes payroll for both exempt and non-exempt employees.
• Completes Payroll for WMC WorkX employees utilizing WMC payroll system
• Coding of all invoices in order for hospital Vice President and Administrator to approve
• Back up for DOH Health Commerce System.
• Assists in providing supportive administrative services or other duties as assigned.
• Utilize PowerPoint to create presentations for meetings such as PCL and Patient Flow.
• Work with community related events (e.g., school supply drive, donations of food) as well as employee events (e.g., Nurses Week and annual picnic) by assisting with communication, working with logistics of the event, etc.
• Collect and submit time sheets for two medical directors.
• Coordinate vacation requests for the VP/Administrator’s direct reports, ensuring they are put on the calendar so that other managers are aware.
• Utilize Press Ganey for monthly HCAHPS scores.
• Creates HCAHPS grids for all departments to update their departmental Quality boards
• Ensures that the Indicator Board is updated in Administration and assist other departments as needed to ensure theirs is also current.
• Coordinate the Administrator On Call schedule for the hospital, and publish to Person On Call, making changes when necessary.
• Assists with Emergency Preparedness by attending drills, events, and Hot Wash meetings while keeping notes in order to assist to submit After Action Reports for New York State DOH.
• Utilizes Meditract to locate, track, and review contracts when needed.
• Notarizes documents for employees and physicians as requested.
• Assists with the monthly Orthopedic PMA and CJR meetings by preparing an agenda, utilize Tableau to pull financials, maintain attendance records, and attend the meeting to take minutes.
• Receives paychecks bi-weekly and distribute to various departments within the hospital.
• Schedule meetings across the hospital, the Charity Healthcare system, and WMCHealth.
• Utilizes Infor to code invoices.
• Participates on the DAISY/Iris Award team reviewing nominations from other sites.
• Creates the Orthopedic PMA Quarterly Metrics report, which is used to submit for considering of payment.
• Maintains a Purchasing Card, reconciling monthly.
• Maintains a Petty Cash, replenish as needed, and be prepared for audit at any given time.
• Interacts with outside agencies, such as the local Village and Town, when needed.
• Liaisons with certain vendor accounts as needed (e.g., shuttle service and water service)
• Sends correspondence as needed utilizing Certified Mail or Federal Express.
• Participate in daily morning huddle calls.
• Participates in Space Committee calls when requested.
• Receives PPE supplies from the Storeroom and distribute accordingly.
• Serves as the point person for sign-ups for special events, such as vaccine clinics.
• Sends out email communication on behalf of SACH Vice President/Administrator.
• Coordinates the schedule for the Hospital Radio show, scheduling physicians and guests. Researching topics and writing up questions for the radio interview.
• Receives patient complaint calls, rerouting concerns to responsible parties.
• Coordinates and works with Marketing and Foundation for ribbon cutting and groundbreaking events.
• Assists in writing/reviewing marketing brochures
• Other responsibilities as assigned.

QUALIFICATIONS / REQUIREMENTS:

Experience: Minimum 3 years secretarial/clerical experience required; health care background preferred

Education: A high school diploma or equivalency required

Licenses / Certifications: N/A

Other: The individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials.

About Us:

St Anthony Community Hospital

For over 75 years, St. Anthony Community Hospital in Warwick, NY, has been serving the residents of Orange County, NY, and New Jersey’s Sussex and Passaic counties with outstanding and compassionate care. The 60-bed hospital has been a primary resource for emergency, medical, surgical, obstetrical/gynecological, and acute-care services. Also on campus is Schervier Pavilion, a 120-bed skilled-nursing facility dedicated to the highest standard of healthcare excellence.

Benefits:

We offer a comprehensive compensation and benefits package that includes:

• Health Insurance
• Dental
• Vision
• Retirement Savings Plan
• Flexible Savings Account
• Paid Time Off
• Holidays
• Tuition Reimbursement