ADMINISTRATIVE ASSISTANT

If you are looking for a great place to grow your career at a community hospital focused on excellent patient experience and nursing excellence, St. Joseph Hospital, a member of Catholic Health, may be what you are seeking. We offer career advancement, a rich tuition reimbursement program, medical benefits, a generous pension plan, 403B for retirement and PTO plan. Join us and Long Live Long Island where we care for Every Patient, Every Time.

Located in Bethpage, St. Joseph Hospital that provides comprehensive inpatient and outpatient medical, critical care and surgical services. Its Emergency Department cares for approximately 33,000 patients a year. Other vital services include an Ambulatory Surgery Unit, The Center for Sleep Medicine, Hyperbaric and Wound Healing Center, CHS Cancer Center, The Center for Speech and Swallowing Disorders, Diabetes Education Center and a full scope of outpatient radiology services, including Cardiac CT.

Responsibilities:

• Manages schedule and timekeeping requests.
• Researches any discrepancies and resolves pay and time-entry issues before presenting for approval.
• Reviews and monitors all changes for accuracy.
• Ensures accuracy of payroll data including data related to terminations and transfers.
• Researches and resolves questions from staff related to the processing of payroll information such as accruals, overtime and issues related to payroll.
• Acts as unit designee for participation in payroll/timekeeping administration and policy committees.
• Organizes and facilitates meetings, conferences, and other special events, identifies needed resources and arranging for required support (i.e. Technical, A/V, etc.).
• Organize logistic arrangements, coordinate itineraries and meeting materials as needed.
• Maintains and disseminates process documentation to participants and updates project plans accordingly.
• Prepares a variety of original communications, reports, charts, and written documents for leadership that details findings which may be highly sensitive and confidential in nature.
• Compiles and prepares reports based on information readily available, extracts information pertinent to applicable units, verifies information, determines report format and summarize findings independently. Research problems, issues and concerns and responds to requests for information related to data.
• Manages, initiates, monitors and as needed troubleshoots HR/Payroll transactions in appropriate systems (Kronos, MSS, etc.).
• Assists management with creation of new positions, including writing draft job description, running and analyzing reports and presents findings/trends on various position/personnel issues.
• Manages administrative compliance activities for the unit.
• Maintains and audits all regulatory documents and files to ensure they meet compliance standards. Organizes the information efficiently and logically for easy retrieval, and ensures regulatory audit readiness at all times.
• Develops tracking system to ensure updated documents are provided and stored timely and properly.
• Follows up with individuals/departments to obtain necessary documents.
• Exhibits an in-depth knowledge of the regulatory requirements of the units and how it pertains to compliance.
• Develops efficient tracking system that ensures adherence to regular and ongoing compliance, education and training requirements of the unit.
• Creates and maintains master educational roster, tracks enrollment, attendance and sends reminders to staff to ensure compliance.
• Ensures corrective action is taken for non-compliant staff as needed.
• Manages employee enrollment/rescheduling of classes etc.
• Acts as the unit project manager, including planning and creating timelines, identifying milestones and documenting project progress. Compiles and organizes data and notes. Manages project plan independently with the authority to hold project participants accountable for project deliverables, and identifying and taking action to eliminate risk. Apprises leadership of project status timely.
• Provides administrative and project support, develops unit related policies, procedures, and systems which ensures productive and efficient administrative operations, and improvement of the unit’s workflow. Maintains a portfolio of projects and exercises judgment to assist in the planning, preparation, organization, analyzing, coordination, and delivery of projects and department specific programs and initiatives. Works with internal and external parties to organize the various components of the project(s).
• Manage director’s calendar
• Manage all departmental meeting schedule (SJH, lunch & learn, webinar)
• Identify clinical information requests and forward to Central UM Department
• Manage contact and referral lists, update lists at least twice a year
• Actively participate in operational meetings with director at least weekly
• Maintain staffing spreadsheets. Communicate weekday staffing changes to appropriate departments and weekend staffing to Nursing office and switchboard
• Attendance/Punctuality- employee is punctual and attendance is consistent with hospital policy.
• Other tasks as assigned
• Communicate with Director on needed relevant to the Department
• Investigate and respond to customer concerns directed through CC/CM department
• Escalate appropriate problems to the Director
• Assist and coordinate other projects as identified or requested by Director
• Develop relationships with physicians, vendors and other customers

Qualifications:

• Associates required; Baccalaureate Degree preferred.
• Computer skills including Microsoft Office required; EPIC, Midas, and NaviHealth experience preferred
• Excellent communication and organizational skills required

At Catholic Health, our primary focus is the way we treat and serve our communities. We work collaboratively to provide compassionate care and utilize evidence based practice to improve outcomes – to every patient, every time. We are committed to caring for Long Island. Be a part of our team of healthcare heroes.

Catholic Health is also proud to be voted one of Newsday's Top Places to Work on Long Island in 2018 and 2019 and Modern Healthcare's Best Place to work in both 2019 and 2020.