Administrative Assistant

BronxCare Health System•New York, NY

26d•$42,000

About The Position

The Administrative Assistant may serve as the Director’s personal and confidential secretary, preparing and monitoring confidential correspondence, handling related matters, scheduling appointments, maintaining the Director’s calendar, preparing agendas, and answering calls. The role supports departmental administration, including maintaining records and files, completing payroll and required HRF forms, preparing procedure manuals and contract-compliance reports, handling correspondence and requests, coordinating meetings and minutes, and preparing purchasing and cash-related documents. The position also supports lease review, vendor-number coordination, hospital recall-alert activities, and coverage for the Sr. VP and CFO’s calls and meeting scheduling during secretarial absences. The role is expected to interact professionally and courteously with patients, visitors, vendors, and employees, contribute to departmental quality-improvement activities, and follow applicable safety, risk-management, infection-control, and patient-service policies.

Requirements

2–4 years of administrative or secretarial experience.
High school diploma or equivalent.
Professional training.
Proficiency in MS Office Suite, including Excel, Word, and PowerPoint.

Responsibilities

Establish positive relationships with patients, visitors, and employees, interacting professionally and courteously and supporting a positive public perception of BronxCare Health System.
Contribute to and participate in departmental Performance/Quality Improvement activities, including data collection and analysis, implementation of and compliance with risk-management and claims activities, and participation in Continuous Quality Improvement teams.
Adhere to BronxCare Health System safety and security policies, incident and occurrence reporting requirements, infection-control policies and procedures, and patient and customer service requirements.
Serve as the Director’s personal and confidential secretary; monitor and prepare confidential correspondence and handle related matters.
Schedule appointments, maintain the Director’s calendar, prepare agendas, and answer calls.
Prepare and maintain procedure manuals and contract-compliance reports.
Maintain departmental files, records, and data; complete payroll and required HRF forms.
Channel incoming and outgoing correspondence and requests.
Schedule and/or attend intradepartmental meetings and prepare and distribute meeting minutes.
Prepare purchase requisitions, check requests, and petty-cash requests as directed by the Director.
Review rental leases for accuracy and ensure that all required signatures are present.
Work with Accounts Payable to expedite receipt of vendor numbers for the Purchasing department.
Coordinate activities required to handle hospital recall alerts.
Assist with calls and meeting scheduling for the Sr. VP and CFO during the secretaries’ absence.
Prepare cash log sheets and balance and transaction reports.