Administrative Assistant-Design, Construction, Project Management

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.