Executive Secretary

New York, NY

Posted: 03/28/2020 Employment Type: Full Time Permanent Industry: Healthcare Job Number: NYC032 Pay Rate: $37,669.00 - $87,385.00 Branch: New York, NY Division:

Job Description

Our client hospital is seeking an Executive Secretary and provides primary and specialty outpatient care through its Diagnostic and Treatment Center (D&TC) and residential care for the elderly and infirmed in its 295-bed Skilled Nursing Facility (SNF). 


Job Description

Purpose of Position:

Assists the Chief Executive Officer/Administrator in overall function of the Executive Office of Skilled Nursing Facility

Overall Responsibilities/tasks

This position encompasses supervisory or administrative work of varying degrees of difficulty. Under direction and with wide latitude for the exercise of independent initiative and judgement, directs and coordinates the Executive Office functions which include:

May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Chief Executive Officer. Planning and coordinating administrative and office operation and interpreting compliance with predetermined standards as determined by the NYS DOH, and other regulatory agencies. Coordinates these programs, operations, functions and services with other hospitals and Central Office sectors to optimal levels of performance in the administration and/or supervision of such functional activities.

Example of Typical Tasks:

  • Support Operations of Executive Office
    • Coordinate CEO schedule and work with a variety of Health System offices
    • Acts as liaison between Administrative staff, employees, residents/families and the Chief Executive Officer.
    • Screens all call and directs calls as appropriate.
  • Support Regulatory Compliance
    • NYS DOH Survey preparation and ongoing compliance
    • Ensures Policy Manuals are current and the policies and procedures are followed and oversees Department Head communication
    • Monitors deadlines for Compliance Reports to be submitted to regulatory agencies including NYS DOH and CMS
  • Oversee the Local Service Contracts the support Administrative and Staffing Functions
    • MedAssests
    • Canon
    • OfficeMax 
  • Finance
    • Monitor spending limits of account users in Central Procurement and ancillary accounts. Manage spending projections for cost centers under the Administration Department. SNF Departmental needs projection for IT services and equipment
    • Payroll for FTEs (Processing of Timesheets) and agency staffing
    • Daily submission of Over Time accrual
    • Ensure that supply and equipment inventories meet department needs
  • SNF Operations
    • Assist in seeing that all nursing units have appropriate equipment
    • Assist in planning for opening of new units and moves within the facility
    • Assist in composing and distributing communications to families and residents
  • Manage the Summer Youth program for the SNF/intern placement; volunteer placement within SNF Departments
  • Other tasks on as needed basis may include:
    • Providing coverage/backup for the Coordinating Managers in the Executive Office.
    • Train and educate GHX Users on process flow.
    • Train new users in the Temporary Staffing program and cycle.

YOU MUST APPLY ONLINE HERE and scroll to the bottom-right to create a NEW Login ID. Only qualified applicants will be contacted and we appreciate your interest. Thank you.

Job Requirements


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.


Additional Information

YOU MUST APPLY ONLINE HERE and scroll to the bottom-right to create a NEW Login ID. Only qualified applicants will be contacted and we appreciate your interest. Thank you.

AtWork Personnel is an award-winning staffing firm and prohibits discrimination against any applicant on the basis of race, color, sex, sexual orientation, gender identity/expression, age, religion, national origin, marital status, veteran status, pregnancy, physical or mental disability, genetic information, disability, creed, citizenship status, or any other legally protected characteristics.

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