Executive Secretary, Gotham Health

About NYC Health + Hospitals

NYC Health + Hospitals/Gotham Health is one of the largest Federally Qualified Health Center (FQHC) in the country, providing coordinated world-class primary and specialty care with dignity and respect for all New Yorkers, without exception. At Gotham Health, we practice a person-centered caring culture that values delivering compassionate, quality healthcare in partnership with our patients, community organizations, and staff. Gotham Health is focused on high-quality, affordable care to everyone regardless of ability to pay or immigration status. Gotham Health serves the community through a two-pronged approach: providing treatment to those who need it while at the same time emphasizing prevention. We strive to deliver services in a way that maximizes each patient's opportunity to achieve successful health outcomes, we believe in every person's right to participate in their care plans, we facilitate partnerships with other community resources to meet the needs of our patients beyond healthcare, and we celebrate and recognize the compassionate care of our committed staff. Join our team if you want to be part of our Gotham Health Family, a person-centered, fully integrated, and innovative ambulatory care network that enables all New Yorkers to live their healthiest lives.

Job Description

PURPOSE OF POSITION:

Under direction, with moderate latitude for initiative and exercise of judgment, performs confidential and work involving dictation, transcription, preparation of correspondence, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures under a fast-paced environment. Reports to the Chief Infrastructure and Support Services Officer, Chief Executive Officer, and additional C-suite executive. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the CIS.

SUMMARY OF DUTIES AND RESPONSIBILITIES:

1. Maintain calendar - prioritizing sensitive matters/meetings of Chief Infrastructure and Support Services Officer (CIS)

2. Schedule travel arrangements of CIS for out-of-state conferences.

3. Assist in obtaining travel reimbursements through Finance Department.

4. Assist in scheduling one-to-ones with CIS' direct reports; maintain team organization cadence.

5. Prepares agenda, assemble materials, make necessary arrangements to record proceedings of meetings and conferences in order to generate minutes

6. Assist in constructing confidential contracts and attend to other confidential matters when requested

7. Assist Sr. Executive with preparation of records, data, and maintains confidential files

8. Prepare and edit correspondence and reports at the direction of CIS and additional executive staff

9. Answer and screen calls; receive visitors / guests

10. Schedule conference rooms I board room, and prepare for on-site logistics for large events

11. Create and prepare printed materials for executive meetings / events.

12. Keep CIS and other executives informed of pending matters and appointments

13. Participates in training programs to acquire knowledge of hospital operations

14. Order and schedule food delivery for meetings

15. Report and work from designated facility when required

16. Coordinate with Ordering and Receiving department to order necessary tools and supplies for the Nursing Department

17. Collect Facilities Report and maintain Facilities' Tracker

18. Assist as a go-to resource for Facilities and CIS

19. Other administrative and project duties which may be required

Minimum Qualifications

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.

Department Preferences

QUALIFICATIONS FOR THE JOB:

• Strong Organizational Skills

• Project and Time Management

• Ability to multi-task and strong attention to detail

• Exceptional communication and interpersonal skills

• Ability to meet deadlines

KNOWLEDGEABLE IN

Microsoft (Word, Excel, Outlook, PowerPoint) PeopleSoft ELM

PeopleSoft Finance

How To Apply

NYC Health and Hospitals offers a competitive benefits package that includes:

Comprehensive Health Benefits for employees hired to work 20+ hrs. per week

Retirement Savings and Pension Plans

Loan Forgiveness Programs for eligible employees

Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts

College tuition discounts and professional development opportunities

Multiple employee discounts programs