Administrative Assistant-Design, Construction, Project Management
Company: White Plains Hospital
Location: White Plains
Posted on: May 9, 2024
|
|
Job Description:
At White Plains Hospital, you have an opportunity to work
side-by-side with some of the most talented people in the world. We
have been widely recognized for our exceptional culture,
world-class physicians, Magnet-designated nurses and passionate
employees who make a real difference in our community. With
tremendous growth opportunities, great benefits, and flexible work
schedules, it is no wonder why we are consistently recognized as a
Great Place To Work! Position Summary This is a highly visible role
for a candidate who thrives in a collaborative, high-touch,
fast-paced and evolving environment. The Administrative Assistant
is providing support to the Vice President and the Department of
Design, Construction and Project management. Essential Functions
and Responsibilities Include the Following: Understands and adheres
to the WPH Performance Standards, Policies and Behaviors. Provides
administrative, secretarial and office assistant functions for the
Vice President of Design, Construction and Project management and
the department OPM. Briefs and follows up with VP of outstanding
issues. Creates, maintains, and modifies databases, spreadsheets,
audiovisual presentations and timelines. Maintains electronic and
paper files in an organized and accessible manner. Works
independently to meet shared objectives and goals. Coordinate the
receipt and distribution of mail, packages, and deliveries.
Reconcile Invoices to Purchase Orders to facilitate prompt payment.
Investigate Vendor Credit Holds and other vendor payment issues
utilizing the Meditech Materials Management module. Initiates
purchase orders, ordering, tracking, and receiving of items.
Prepares check requests. Greet and direct visitors, vendors,
contractors and employees to appropriate individuals or department.
Schedules committee and all other meetings as required including
coordinating multiple calendars and provides appropriate back up
data and follow up. Prepares appropriate meeting agenda, meeting
material, meeting location, audiovisuals needs, refreshments etc.,
as required Attends assigned Hospital, Board and /or Facilities
committee meetings. Records, transcribes, and distributes meeting
minutes. Maintain minutes minute books and files in an organized
and accessible manner. Prepares confidential memos, letters and
reports. Analyzed data and formulates to spreadsheets, report and
graphs. Maintains Department Bulletin Board Integrates safety,
patient rights, and confidentiality and infection control methods
into work practice. Maintain office supplies and inventory.
Participates in Performance Improvement Initiatives Maintaining
calendars in Outlook as required Maintain proficiency in MS Office
applications. Flexible in schedule to accommodate emergencies and
occasional late or early meetings beyond the 8:00 a.m. - 4:00 p.m.
workday. Performs all other related duties as assigned. Education &
Experience Requirements High School Diploma required. College or
Business School graduate preferred. Minimum 3-5 years'
administrative support experience. Microsoft Office Software skills
required. Adobe Creative Cloud is a plus. Notary Public License
Preferred or willing to get Certification within 90 days of
employment. Core Competencies Ability to interact with patients,
medical, administrative staff, contractors, consultants, regulatory
officials, and the public effectively. Demonstrates strong written
and verbal communication skills, must speak, write, understand and
communicate in English language. Demonstrates ability to maintain
composure under stress, prioritize competing issues and undertakes
multiple tasks simultaneously. Possesses exceptional organizational
skills. Ability to actively listen to ideas and concerns and
respond in an appropriate manner. Demonstrates a flexible attitude
and ability to respond to a rapidly changing and demanding
environment. Self-starter, self-motivated and ability to work with
minimal supervision. Flexible, organized, and able to set
priorities. Excellent telephone manners and good communication
skills Exhibit courteous, cooperative, and professional attitude 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. Must be physically able to
remain in a stationary position for extended periods of time. Must
be able to perform word processing/computer work for extended
periods of time. Use of hand coordination and finger dexterity Must
have the ability to concentrate for extended periods of time, with
distractions and high stress. Able to identify and react quickly to
urgent issues. Perform repetitive functions. Identify and
differentiates colored objects closely and far away and hears
normal sounds with some background noises. Primary Population
Served All Population Served.
Keywords: White Plains Hospital, Freeport , Administrative Assistant-Design, Construction, Project Management, Professions , White Plains, New York
Click
here to apply!
|