Department Secretary – Pathological Admin – Per Diem

NYU Langone Hospital—Suffolk is a 306-bed medical center, providing care to residents of eastern Long Island. The hospital facility is home to the Knapp Cardiac Care Center—an advanced heart disease diagnostic and treatment facility—as well as a modern ambulatory surgical pavilion with specialized services including women’s imaging, a sleep laboratory, and bariatric surgery. Our Provisional Level 2 Trauma Center delivers comprehensive and specialized care for patients with traumatic injuries. The Stroke Center at NYU Langone Hospital—Suffolk is designated by the New York State Department of Health as a Primary Stroke Center, with expert neurologists available to provide treatment 24 hours a day, 7 days a week. Additionally, NYU Langone Hospital—Suffolk has multiple outpatient sites, including an outpatient wound care center, a hemodialysis center, and various primary care and specialty offices.

For more information, go to NYU Langone Hospital—Suffolk, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Department Secretary – Pathological Admin – Per Diem – Clinical Labs-Pathological Adm – Per Diem – M.

In this role, the successful candidate Under general supervision & according to established policies & procedures, implements, evaluates & maintains automated office systems that enhance the efficiency & effectiveness of the department. Responsible for providing secretarial support for the department including but not limited to, data preparation, compilation & input. Supports the Administrative operations of the department. Utilizes a personal computer & other standard office equipment. Enters new schedules & revised schedules into Kronos. Collaborates with payroll to maintain accurate departmental biweekly payroll. Assists Nurse Managers of the department as instructed by the Director to provide secretarial duties. Answers telephone calls & directs calls to appropriate discipline. Assists Insurance Coordinator with maintaining functioning of the department, such as but not limited to, census, arranging transportation, update contracts in accordance with the Compliance Office, takes and types minutes, etc.

Job Responsibilities:

1. Customer/Interpersonal Relations

• Demonstrates awareness of & participates in activities that support customer satisfaction.
• Interacts effectively with hospital personnel, medical staff, patients or families.
• Willing accepts & completes assignments in a timely manner.
• Works collaboratively with Management to achieve department & hospital wide goals & objectives.
• Maintains personal appearance as outlined in organizational dress code.

• Promotes professional & collegial work environment

• Demonstrates a positive, professional attitude, courteous manner & promotes teamwork.

1. Telephone and Electronic Communication

• Utilizes organizational scripting when answering the telephone                            
• Answers telephones in a friendly, courteous manner.
• Responds to routine inquiries & relays calls/ messages timely
• Demonstrates the ability to complete the tasks of facsimile transmission, electronic mail transmission, scanning & photocopy duplication in an efficient & discretionary manner.
• Screens callers & announces call to management/staff as needed.
• Transfers calls expediously and/or takes accurate messages

1. Office Related Duties

• Orders & maintains supplies necessary for efficient functioning of the department.
• Coordinates schedules, room & anticipates needs for departmental & interdepartmental meetings, collaborates with IT to reserve/deliver equipment.
• Organizes & records meeting minutes, handouts & assumes responsibility for distribution.  Coordinates information from meetings for follow-up.
• In collaboration with Committee Chairpersons & Department Heads, or designee retrieves, compiles & inputs data for reporting & tracking mechanisms.
• Organizes & files appropriate records & documentation.
• Participates in DNV, DOH initiatives & readiness: i.e. crash cart logs, temp logs, certifications, licensure, data collection etc.
• Transcribes from tapes, prepares memorandums, flyers, reports, recognition letters, & correspondence as necessary.
• Works variable hours, is flexible to provide support to the department as needed.
• Ensures correctness of information before distributing to staff or other related departments.
• Organizes information logically, proof reads, keeps current lists & updates
• Prepares payroll using computerized &/or manual systems, updates & maintains attendance records.
• Utilizes department and Hospital resources in a cost-effective manner.
• Prepares meetings agendas, notifies meeting participants.
• Participates is organizational initiatives: i.e. Blood drive, Skills day
• Prepares purchase requisitions for supplies & requests

Participates in Performance Improvement Activities

• Participates in unit performance improvement projects where appropriate
• Contributes ideas and suggestions to improve unit function
• Maintains patient/employee confidentiality
• Participates in cost containment and responsible use of time and supplies
• Participates & implements performance improvement efforts consistent with the hospital-wide & department specific Performance Improvement  Program
• Complies with governmental regulatory agencies-i.e. DNV, DOH etc.
• Collects and organizes data for evaluation
• Actively participates in maintaining patient safety standards
• Participates in collecting data for Crown Web entry.
• Participates in Fistula First initiative.
• Updates Quality Excellence Council bulletin board timely

Minimum Qualifications:
To qualify you must have a Ability to read & write @ a level of normally acquired through completion of high school
Business school or related job experience (preferred)
Organizational skills, proficient with (but not limited to) Microsoft office/word, Kronos, email, Lawson, filing, power point, excel & type with accuracy etc.
Requires analytical skills necessary to maintain & retrieve data.
Requires interpersonal skills, customer service etiquette necessary to effectively interact with hospital personnel, medical staff, patients & families.
Ability to concentrate & pay close attention to detail to complete required services in accordance with established schedules & deadlines.
Ability to prioritize & manage multiple tasks/project in a fast-paced environment.
Ability to prepare complex statistical tables, forms, correspondence, reports & rough draft to final dictation.
Ability to walk and stand for approximately 90% of work time.
Knowledge of Crown Web, Clinical Vision, KRONOS and Policy Tech preferred.

Must be able to lift and carry a minimum of 0 to 50 pounds

NYU Langone Hospital—Suffolk provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents.

NYU Langone Hospital—Suffolk is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

NYU Langone Hospital-Suffolk provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $19.85 – $26.79 Hourly. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

View the Pay Transparency Notice for further details.