Administrative Assistant Job Listing at Rockefeller University in New York, NY (Job ID 1521)

Description

Organization Overview

The Rockefeller University Hospital is funded by the National Institutes of Health and has 20 patient beds for clinical research. The Hospital provides researchers with an opportunity to conduct clinical studies and offers both normal volunteers and people with diseases under study the opportunity to stay in the hospital and help to contribute to important advances in science. The Hospital has an inpatient unit as well as an outpatient center where prospective patients are screened,and many outpatient studies are conducted. The Hospital is staffed 24 hours a day with professional nurses and has nutritional research,social work,art and recreation departments,and a radiology suite,as well as its own research pharmacy. Our staff hospitalist and on-call physicians provide additional medical support to the clinical research teams. For more information,please see the hospital website at: http://www.rucares.org/
Overview

Reporting to the Medical Director, the Administative Assistant supports a variety of administrative functions, including accessing University finance systems to manage payments to vendors and MDs on call; working with chief scholars and other physicians to assure 24/7 coverage of hospital; trouble shooting and monitoring issues with on-call coverage; tracking contracted services for utilization and up-to-date/accurate billing from contractor and managing all operations of Medical Director's office: budget, schedule, organization. 

Responsibilties include, but area not limited to the following: 

• manages the on-call system payroll, scheduling, orientation.
• staffs the hospital committee meeting thrice/year: prepares and distributes meeting materials, schedules the meeting, arranges catering, records meeting, transcribes recording and assists Medical Director and Physician in Chief in writing minutes of meeting;
• administrative support for the Hospital Environment of Care program; manages Medical Director's schedule;
• pays invoices for contracted services and ad hoc expenses, tracks payments, trouble-shoots billing issues with vendors; manages hospitals copiers' maintenance, supplies, and billing.
• provides administrative and purchasing support for Director of Nursing, Research NP, Infection Control coordinator and Facility Specialist. Administrative guidance and support to Medical Staff Credentialing Specialist; processes check requests, travel reimbursements and other items as needed for on-call physicians as needed and for Medical Staff coordinator.
• Maintains hospital contracts files and performs related duties & responsibilities as assigned/requested.

POSITION REQUIREMENTS:

• Bachelor's degree is required
• Facility with computer-based purchasing systems such as IAS/Oracle. Proficient using Excel, Word and PowerPoint
• Strong math, written, communication and interpersonal skills
• Must be comfortable working in patient care area; understanding of information privacy as related to health care. Willing to comply with hospital-specific requirements of employment.

The Rockefeller University does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor. All qualified applicants will receive consideration for employment without regard to the characteristics listed above.

The salary of the finalist selected for this role will be set based on various factors, including but not limited to organizational budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range provided represents The Rockefeller University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

POSITION REQUIREMENTS:

• Bachelor's degree is required
• Facility with computer-based purchasing systems such as IAS/Oracle. Proficient using Excel, Word and PowerPoint
• Strong math, written, communication and interpersonal skills
• Must be comfortable working in patient care area; understanding of information privacy as related to health care. Willing to comply with hospital-specific requirements of employment.

The Rockefeller University does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor. All qualified applicants will receive consideration for employment without regard to the characteristics listed above.

The salary of the finalist selected for this role will be set based on various factors, including but not limited to organizational budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range provided represents The Rockefeller University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Responsibilties include, but area not limited to the following: 

• manages the on-call system payroll, scheduling, orientation.
• staffs the hospital committee meeting thrice/year: prepares and distributes meeting materials, schedules the meeting, arranges catering, records meeting, transcribes recording and assists Medical Director and Physician in Chief in writing minutes of meeting;
• administrative support for the Hospital Environment of Care program; manages Medical Director's schedule;
• pays invoices for contracted services and ad hoc expenses, tracks payments, trouble-shoots billing issues with vendors; manages hospitals copiers' maintenance, supplies, and billing.
• provides administrative and purchasing support for Director of Nursing, Research NP, Infection Control coordinator and Facility Specialist. Administrative guidance and support to Medical Staff Credentialing Specialist; processes check requests, travel reimbursements and other items as needed for on-call physicians as needed and for Medical Staff coordinator.
• Maintains hospital contracts files and performs related duties & responsibilities as assigned/requested.