Executive Assistant - CNO Office

Position: Executive Assistant - CNO Office - Full Time, Days
Location: New York

Position Summary

We have an exciting opportunity to join our team as an Executive Assistant in the CNO Office, Full Time, Days (Monday - Friday 8:00 AM). Under minimal supervision, the successful candidate performs varied secretarial and administrative duties such as composing and typing complex correspondence, relaying confidential information, gathering and interpreting information to develop complex statistical reports, maintaining departmental files, and scheduling meetings and conferences.

The role also requires discretion and judgment when screening visitors and telephone calls, planning and organizing the workload.

Job Responsibilities Executive Assistant to the Vice President Finance – CFO

• Compose and type correspondence such as letters, responses to requests for information; proofread and edit all written materials.
• Gather, summarize statistics, and prepare financial spreadsheets, presentations and reports using a variety of computer applications.
• Type confidential and sensitive reports, contracts and records.
• Prepare meeting materials for monthly Finance Committee Meetings, post Meeting Book to Board Portal, and record and transcribe meeting minutes for distribution.
• Complete and submit credentialing and re-credentialing application requests to Managed Care Companies, including compilation of supporting documentation.
• Maintain files and records efficiently.
• Utilize knowledge of hospital policies and procedures to carry out assigned administrative responsibilities.
• Coordinate required administrative signatures on hospital-wide purchase requisitions.
• Coordinate required signatures for varied PCRs.
• Assist in the preparation and submission of hospital-wide insurance policies and maintain accurate records.
• Coordinate/submission of the New York State Hospital Excess Liability Pool application for all physicians.
• Maintain up-to-date inspections and registration for all hospital vehicles.
• Perform other duties and assignments as delegated by the Senior Vice President Finance / CFO.

Executive Assistant to the Vice President – CIO

• Compose and type correspondence such as letters, responses to requests for information; proofread and edit all written materials.
• Prepare requisitions for all Information Services and Communication purchases, coordinate proper signatures and purchase order process; maintain accurate records.
• Maintain files and records of all Information Services and Communication maintenance contracts.
• Utilize knowledge of hospital policies and procedures to carry out assigned administrative responsibilities.
• Provide secretarial support to all Information Services Managers.
• Maintain billing and records of receivables for physicians utilizing the Mede Link System.
• Perform other duties as delegated by the Vice President / CIO.

Maintains Administrative Office Contacts through telephone calls, meetings and visitors

• Schedule appointments and meetings in response to telephone calls and visitors, and maintain an administrative calendar.
• Receive and screen telephone calls and visitors; distribute accurate messages.
• Respond to inquiries, resolve issues, and demonstrate professional interaction with various individuals.

Oversees completion of computerized time and attendance program for the departments of Revenue Cycle, CDI, Homecare Billing, Information Services, Telecommunications and Director of Patient Access

• Identify and resolve errors and discrepancies.
• Ensure payroll is completed in a timely manner with complete accuracy.
• Maintain employee records, PCRs and benefit accrual.

Performs General Office Duties for the Departments of Financial Administration and Information Services

• Open and distribute mail daily.
• Operate standard office machines and equipment such as calculators, word processors, printers, and photocopiers.
• Order office supplies and equipment using the hospital Material Management System.

Minimum Qualifications

• High school diploma or equivalency.
• Ability to read and write.
• Minimum of 4 years administrative secretarial experience.
• Ability to compose, type, and proof materials, establish work priorities and meet deadlines.
• Ability to prepare a variety of analytical spreadsheets, reports, presentations,…