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Administrative Assistant

Company: Classic Westchester
Location: White Plains
Posted on: January 20, 2023

Job Description:

Job DescriptionPosition Summary: Provide administrative support to the Sr. Vice President, Patient Services and Operations, and the Chief Medical Officer.Essential Functions:

  • Provide administrative support to the Sr. Vice President, Patient Services and Operations and the CMO, including receiving and placing phone calls, scheduling meetings, creating and maintaining data spreadsheets, preparing correspondence, grant applications, mailings, reports and other support functions, as needed.
  • Coordinate and maintain calendar and travel arrangements.
  • Serve as communications hub.
  • Research, coordinate, and draft materials for internal and external use or for presentation.
  • Maintain Executive and Patient Services records, files, notebooks, contract, manuals and coordinates policy updates through PolicyTech and company Website
  • Coordinate and set up meetings and conference calls, as required.
  • Coordinate and distribute (including electronic) all internal memoranda and maintain the company memo book.
  • Make arrangements for senior staff and other special meetings, including coordination of time, place, preparatory materials, room arrangements, and refreshments. Coordinate and prepare agendas, attend meetings, record, prepare and circulate minutes, follow-up on items as needed.
  • Build relationships with and provide administrative assistance and support (typing, mailing, filing, etc.) to all members of the Patient Services Management Team including the Sr. Vice President, Patient Services and Operations, CMO, Regional Directors, and Health Center Managers. Is prepared and ready to address relevant issues with individual management staff.
  • Act as recorder at internal and external meetings and prepare summaries describing key points; handle some of the follow-up work for the Leadership Team, Patient Services and Operations Leadership Team meeting, and other meetings as assigned.
  • Provide relief for other administrative assistant during lunch and breaks, and for vacation coverage, as needed.
  • Cross-cover and provide support for President & CEO's executive assistant during absences and other times, as needed. Non-Essential Functions:
  • Work with the Sr. Vice President, Patient Services and Operations, to assure the smooth functioning of the Elmsford office as needed.
  • Assume additional responsibilities as assigned.
  • Regularly checks personal company email account for important affiliate-related communications, at least every 24 hours.Qualifications: Experience, Education and Licensure
    • Associate degree and 3-5 years' experience as an administrative assistant for senior management or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
    • Knowledge of computer software including Microsoft Office Suite including Word, Excel, Power Point and Outlook.
    • Excellent communication and organizational skills, including priority-setting and decision-making ability.
    • Good organizational skills, with strong attention to detail and accuracy and exhibits initiative and ability to work independently and under pressure.
    • Excellent interpersonal skills and ability to work with staff, volunteers and community.
    • High degree of confidentiality, professionalism, integrity, discretion, and tact.
    • Ability to work flexible hours including evenings and weekends, as needed.
    • Commitment to the goals of the companyCultural Awareness:
      • All employees are required to demonstrate the importance of the ethical cultural awareness commitment of the company by:o Demonstrating empathy; recognizing inherent worth, and treating individuals with respect; o Protecting confidentiality of staff;o Appreciating the company culture and its function in human behavior, and recognizing cultural strengths; ando Seeking to understand patient's cultures and value of diversity to be able to provide competent services. Customer Service:
        • Builds and maintains positive, quality relationships with customers, both internal (colleagues) and external (patients, clients, donors, etc.).
        • Demonstrates commitment to exceeding customer expectations at every opportunity.
        • Responds positively to customer concerns and demonstrates effective problem-solving skills.
        • Consistently interacts positively with internal and external customers.
        • Always wear a company ID badge when working.Language Skills:
          • Ability to use, read, analyze and learn software programs utilized in this affiliate.
          • Ability to communicate effectively.Compliance, Risk & Quality Management (CRQM):
            • Makes a commitment to participate in the company Compliance, Risk and Quality initiatives and programs.Mandatory Reporting:
              • We have zero tolerance for non-compliance with our policies and procedure for addressing situations that endanger the welfare of minors, including our policies and procedures relating to state mandatory reporting laws.Physical Demands:
                • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear.
                • The employee must occasionally lift and/or move up to 25 lbs.
                • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Work Environment:
                  • Provides own transportation, is willing to travel, and can work flexible hours, including evenings and weekends.
                  • Ability to work independently and as part of a team.
                  • Commitment to the goals of the company
                  • While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.
                  • The noise level in the work environment is usually moderate.

Keywords: Classic Westchester, White Plains , Administrative Assistant, Administration, Clerical , White Plains, New York

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