White Plains Hospital · 7 hours ago
Administrative Assistant, NeuroSciences
White Plains, NY
Full-time
Onsite
Mid, Senior Level
5+ years expWhite Plains Hospital is known for its exceptional culture and talented staff. The WPPA Administrative Assistant provides crucial administrative and office support to senior management in the Department of Ambulatory & Physician Services, ensuring efficient operations and communication within the department.
Health CareHealth DiagnosticsMedical
Responsibilities
Understands and adheres to the WPH Performance Standards, Policies and Behaviors
Provides administrative/secretarial support including preparation of letters, memos, reports, etc. Processes incoming and outgoing mail, routing appropriately. Briefs and follows-up with Vice-Presidents and Directors, on a timely basis
Maintains multiple calendars and schedules appointments, coordinating time, location, personnel, and refreshments as required. Schedules meetings that require coordinating multiple calendars and provides appropriate back up data and follow up, prepares appropriate meeting materials, location, audiovisual needs etc., as needed
Initiates department check requests, obtains approvals and works directly with Accounts Payable to ensure prompt payment
Processes check requests for physician practices - verifying accuracy of calculations and backup documentation. Works directly with Accounts Payable to ensure timely receipt of WPH checks. Upon receipt of checks, inserts identifying practice information (acct. and invoice #s) on each check, forwards copies of each check to appropriate office manager, mails payment to vendors. Maintains copies of request/check/backup for each practice
Responsible for reviewing the WPPA and Physician Practices time sheets for accuracy prior to submission for signature/approval
Initiates IT Service Requests for new physician practices (including physicians and support staff) requiring WPH emails, required office applications, and additional IT equipment (if needed). Additionally, initiates IT Service Requests for changes in access, additions and terminations for Ambulatory & Physician Services and physician practices
Acts as the gatekeeper for contracts related to: physician practices, WPH employed Medical Staff, and on call stipends. Responsible for scanning documents to shared drive, adding physician information (date of contract, terms of contract, expiration dates) to the contract log. Advises Executive Vice-President of Administration of upcoming contract expiration dates. Updates file, as appropriate
Assists with the preparation of checks and maintains records of payments for the cardiology PC and those physicians enrolled in various other programs (ex: First Assist, Neurology, Ophthalmology, ER, General Surgery on-call)
Responsible for posting job requisition/job description on Hiring Manager for all positions available within the physician practices and the Department of Ambulatory and Physician Services
Responsible for training new Office Managers with preparation of timesheets, check requests, and purchase orders. Liaison with office managers providing information as needed
Responsible for ordering and maintaining departmental office supplies
Works closely with Administration personnel
Works closely with all WPH ancillary departments
Performs all other related duties as assigned
Qualification
Required
High school degree or GED required
Minimum of 5 years current business experience utilizing administrative and decision-making skills, secretarial skills, and working with senior level management preferred
Proficient in Microsoft Outlook, Word, Excel, Power Point
Ability to speak, write, understand and communicate in English language
Ability to multi-task in a high volume area, fast paced environment
Efficiently balances visitors, phone callers, and administrative/secretarial duties
Ability to deal professionally and efficiently with all levels of management and external constituencies
Self-starter, self-motivated and ability to work without supervision
Excellent communication skills
Exhibit courteous, cooperative and professional attitude at all times
Position requires utmost confidentiality due to accessibility of sensitive documents, e.g. contracts, financial information and personnel issues
Ability to concentrate and perform computer work for extensive periods of time and with distractions
Requires frequent movement about the department and rounding to various departments in the hospital throughout the day
Ability to remain in stationary position for extended periods of time
Ability to read and follow written and verbal instructions
Ability to follow through on assignments without supervision
Ability to take initiative and be creative with workflow
Ability to communicate effectively, create form documents and compose correspondence
Ability to monitor flow of office traffic (visitors, meeting, phone calls, etc.)
May be exposed to chemicals necessary to perform required tasks
Preferred
College or business (secretarial) school graduate preferred
Minimum of 5 years current business experience utilizing administrative and decision-making skills, secretarial skills, and working with senior level management preferred
Benefits
Great benefits
Company
White Plains Hospital
White Plains Hospital offers health diagnosis, health care and services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Jon S
CEO
Joseph Guarracino
Executive Vice President Chief Administrative Officer / Chief Financial Officer
Recent News
2025-10-27
2025-10-20
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