Office Manager I
: Job Details :

Overview:

The Office Manager I is the primary support for a clinical/administrative department. This position is responsible for general office operations, filing, organizing and overall administrative performance. The Office Manager I may supervise one or more secretaries and or receptionists. As Clerkship Administrative Coordinator, assist Medical Students rotating through Bronx-Lebanon Hospital Center. Will schedule lectures, meetings, exams and training for the students. Will also, maintain the student files.

Responsibilities:

- Establish and maintain positive relationships with patients, visitors and other employees. Interacts professionally, courteously, and appropriately with patients, visitors, and other employees. Behave in a manner consistent with maintaining and furthering a positive public perception of Bronx-Lebanon Hospital Center and its employees.

- Contribute to and participate in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with corrective/improvement activities, membership on CQI teams, consistent adherence to established performance standards and: adherence to the specific rules and regulations of the B.L.H.Cs Safety & Security Policies; Risk Management: Incident and Occurrence Reporting; Infection Control Policies and Procedures; Patient and Customer Service.

- Coordinate all Regulatory Agency Administrative preparation reporting and follow-up including but not limited to JCAHO, HOH, Medicare, etc.

- Produce written meeting minutes and management reports obtained either through dictation with a recorder or short hand notes.

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

- Maintain and update policies and procedures for site with the Medical Director.

- Analyze all aspects of practice operations to identify deficiencies with the Medical Director and Clinical Supervisors to develop and implement strategies for their resolution.

- Maintain a filing system of attendance and all-significant diplomas, degrees, registrations, medical malpractice face sheet and credentialing of all doctors and staff members within the Department.

- Assist the Medical Director in all administrative functions including the coordinating of clerical/secretarial support.

- Assist the Medical Director in receiving and resolving patient complaints. Relate effectively to hospital and institute systems.

- Assist in the processing of hiring, training, supervising, scheduling and evaluating new employees. Conduct interviews for future support staff members for the Administrative Office.

- Prepare and submit Kronos payroll for the entire staff in the Department of Medicine that consists of 200 + employees.

- Prepare annual evaluations for the support staff.

- Conducting retraining for any employee that has been given verbal and written warnings in order to enable the employee and the department to maintain smooth operations with no further interruptions.

- Conduct telephone conversation and meetings with other departments (i.e., Human Resources, Nursing, Accounts Payable, Finance, Administration, etc.), which enables the consistent operation in keeping the Department flowing properly.

- Assure that all cash collection and/or petty cash funds are maintained securely and reconciled periodically.

- Oversee the secure transfer of cash to designated funds in the Grants Management Department or Hospital Finance Office.

- Prepare and assure that all check requests are submitted with all the proper signatures, account numbers and departments together with a suitable reason for payment or an invoice to the respective location in a timely manner.

- As Clerkship Administrative Coordinator, assist Medical Students rotating through Bronx-Lebanon Hospital Center.

- Liaison between the Medical School and Bronx-Lebanon Hospital Center with regards to the Medical Students.

- Schedule lectures, meetings, exams and training for Medical Students

- Maintain all Medical Student files, including tracking attendance and evaluations.

- Oversee Department of Medicine secretarial staff, consisting of 6 employees.

Qualifications:

- One to three (1-3) years demonstrated experience as an Administrative Assistant or Office supervisor. Satisfactory combination of education and experience

- AAS in Hospital Admin or related field

- Microsoft Office

- Scheduling software