Executive Secretary Job at NYC Health Hospitals in New York

NYC Health + Hospitals/Metropolitan is the community hospital of choice for residents of East Harlem, northern Manhattan, and neighboring communities. The hospital provides culturally-sensitive care in a welcoming and hospitable setting, emphasizing primary care medicine and utilizing the latest advances in medical science. Metropolitan delivers high quality health services with compassion, dignity, and respect to all, without exception. Since its founding in 1875, the hospital has been affiliated with New York Medical College, representing the oldest partnership between a hospital and a private medical school in the United States. Metropolitan is a part of the NYC Health + Hospitals, the largest municipal hospital and health care system in the country.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Work Shifts

8:00 A.M - 4:00 P.M

Job Description

Purpose of Position:

The Executive Secretary is responsible for coordinating and maintaining all administrative functions within the Department of Rehabilitation Medicine. This role supports the Chief of Service and ensures

the smooth operation of the department through effective management and coordination of administrative activities.

Key Responsibilities:
1. Demonstrates thorough understanding of Privacy and Security regulations as outlined in HIPAA guidelines.
2. Successfully completes the mandatory three-day HHC orientation.
3. Exercises independent judgment in handling daily tasks, making decisions on the most effective way to manage specific responsibilities.
4. Regularly collaborates with other administrators, support personnel, management, and clients to ensure seamless communication and workflow.
5. Maintains order and structure within the department to support executives in meeting appointments, deadlines, and commitments.
6. Drafts and reviews emails, letters, and other documents, ensuring professional language, proper grammar, and adherence to organizational standards.
7. Adheres to all hospital and departmental guidelines, policies, and procedures, maintaining a high standard of compliance and professionalism.
8. Oversees all administrative aspects of the department, reporting directly to the Chief of Service.
9. Functions as a manager, supervising daily operations and ensuring efficient workflow within the department.
10. Acts as a personal assistant to the Chief of Service, managing schedules, correspondence, and other administrative tasks as required.
11. Prepares and manages routine correspondence, responding to inquiries and distributing information as needed.
12. Receives and assists visitors, providing a welcoming and professional environment for all department guests.
13. Maintains office files, records, and correspondence, ensuring information is organized and accessible.
14. Responds to routine inquiries and circulates informational correspondence to all relevant disciplines within the department.
15. Manages office supplies and equipment, ensuring resources are available and maintained appropriately.
16. Prepares conference protocols, schedules meetings, and coordinates logistics for departmental events.
17. Maintains and distributes residents' schedules, ensuring alignment with departmental activities and requirements.
18. Manages staff timesheets, processes payroll, and distributes checks in accordance with departmental protocols.
19. Adheres to the departmental attendance policy, ensuring all team members meet attendance standards.
20. Answers phones, greets visitors, and manages incoming and outgoing communications with professionalism and efficiency.
21. Schedules appointments and maintains calendars for department members, ensuring optimal time management and resource allocation.
22. Collates and distributes mail, managing both internal and external correspondence effectively.
23. Prepares communications, including memos, emails, invoices, reports, and other correspondence as needed.
24. Writes and edits a variety of documents, from routine letters to comprehensive reports and instructional materials.
25. Creates and maintains both electronic and physical filing systems, ensuring accurate and efficient record-keeping.
26. Manages departmental accounts and performs basic bookkeeping tasks to support financial operations.
27. Performs all other duties as assigned by the department, demonstrating flexibility and adaptability in meeting the needs of the organization.

Minimum Qualifications
1. a. High School Diploma or equivalent, and four years of clerical experience including two years as a stenographic secretary; or,
b. A Baccalaureate Degree from an accredited college or university and one year of experience as a stenographic secretary; or,
c. An Associate Degree with specialization in Secretarial Science and three years of clerical experience, one year of which shall have been as a stenographic secretary.
2. The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and Corporate matters.
3. High level verbal, written and secretarial skills and knowledge required; or,
4. A satisfactory combination of education, training and experience.

NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
• Retirement Savings and Pension Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• College tuition discounts and professional development opportunities
• Multiple employee discounts programs