Office Manager II

Overview:

May serve as personal/CONFIDENTIAL Secretary for the Director of the Department. Monitors and prepares confidential correspondence, handles all related matters. Schedules appointments, maintains the Directors calendar, and prepares agenda. May Supervise the departments secretaries and clerical staff. Assigns work priorities and deadlines to accomplish objectives. Participates in selecting and training new staff. Evaluates performances, makes recommendations for personnel actions, such as salary changes, promotions and disciplinary actions. This is a nonunion position.

Responsibilities:

- Establish and maintain positive relationships with patients, visitors, and other employees. Interacts professionally, courteously, and appropriately with patients, visitors and other employees. Behaves in a manner consistent with maintaining and furthering a positive public perception of BronxCare Health System and its employee.

- Contributes to and participates in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with risk management and claims activities, support of and participation in Continuous Quality Improvement (CQI) teams, consistent adherence to the specific rules and regulations of the BronxCare Health System (a) Safety and Security Policies, (b) Risk Management: Incident and Occurrence Reporting, (c) Infection Control Policies and Procedures and (d) Patient and Customer Service.

- May serve as a personal/CONFIDENTIAL secretary for the Director. Monitors and prepares confidential correspondence, handles all office related matters. Maintains the Directors calendar, organizes departmental meetings and keep minutes.

- Supervise departments clerical staff and staff handling the nursing home pre-authorization process. Assigns work priorities and deadlines to accomplish objectives. Participates in selecting and training new staff. Evaluates performances, makes recommendations for personnel actions, such as salary changes, promotions and disciplinary actions. Resolves grievance where possible and coordinates with Human Resources for the related matters.

- Prepares manuals, grant applications, and proposals.

- Assist in preparing and maintaining all the necessary documents and manuals to comply with regulatory and inspecting agencies such as New York City and State Departments of Health, JCAHO, CAP, etc.

- Maintain files, records and data of the department. Personnel files; Attendance records; Payroll and Human Resources forms; Statistical data, budget, spreadsheets, etc. Monthly departmental information; Quality Assurance reports.

- Channels incoming/outgoing correspondence and requests. Schedules and/or attends meetings: interdepartmental and intradepartmental; prepares and distributes minutes. Participates in departments billing and budget, when and if necessary. Directs and prepares purchases requisitions, check requests, and petty cash.

- Ensure departments adherence to hospital and regulatory guidelines and rules.

- Prepare and submit Employee Requisitions and HRFs for hiring, terminating, changing of address, promotions, etc.

- Assist and coordinates in-service education for department under direction of manager.

- Interact with various levels of personnel and demonstrates courteous and cooperative behavior when working with patients, families, visitors and/or hospitals employees.

- Responds and participates in external and internal disasters when indicated/assigned by the departments director.

- Performs other duties assigned by supervisor as needed.

Qualifications:

- 2-4 years Administrative/Secretarial Experience required, 1 year supervisory experience preferred in a union environment.

- High School Diploma or Equivalent

- Professional Training

- Microsoft Office

- Knowledge Base Charting (KBC), Eclipsys, Care Management (Allscripts)

- Internet Navigation

- MS Office Suite Required