Senior Executive Secretary - Level 3, Finance Admin

New York, NY, United States

Empower Every New Yorker - Without Exception - to Live the Healthiest Life Possible

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city's five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers, without exception, to live the healthiest life possible.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Job Description

This is a critical role in supporting and managing the day-to-day operations of the Finance-Affiliations team. The position is responsible for managing the calendars of the Sr AVP and AVP of Finance-Affiliations, and is responsible for scheduling time-sensitive meetings with key Central Office and Facility leaders. The position is additionally responsible to coordinating calendars with external Affiliates leadership, and as such is an important representative of NYCH+H to these Affiliates.

The role also manages the office for Corporate Finance, and is the point person for all internal departments related to building maintenance, health, and safety for the 3rd floor of 50 Water St.

The role is responsible for supporting the ongoing flow of Affiliate position request modifications.Tracking, researching and responding to such requests in coordination with the AVP, Affiliations, to ensure the smooth functioning of this process.

General tasks and responsibilities will include:

Scheduling and Calendar Management:

Manages the calendar and scheduling activities for the Sr. AVP, Finance-Affiliations, and the AVP, M&PA-Affiliations

Coordinates scheduling activities on behalf of the Affiliation Team - including management of standing and one-off internal team meetings, meetings with Facility leadership, and meetings with Affiliate leadership

Serves as the primary scheduling and calendar back-up for the SVP, Corporate CFO's assistant when on leave, and is the primary back-up schedule manager for the Finance-Budget, and Finance-Reimbursement teams assistant when on leave

Responsible for routinely coordinating complex meeting schedules between Finance, M&PA, Legal Affairs, Patient Growth, and other Central Office SVP offices

Responsible for routinely coordinating system-wide meetings between Corporate CFO's office and facility leadership teams

Coordinates the Finance-Affiliation team activities and team calendars, including tracking vacation, sick, and on-service schedules for team members

Manages routine office administrative tasks for the Finance-Affiliation team

Overall, this role contributes significantly to the smooth operation of the Finance-Affiliates Team by providing essential support and ensuring effective communication and coordination among different stakeholders

Corporate Finance Office Manager: This position also functions as the Office Manager for the Corporate Finance Department, and the physical space of 50 Water St, 3rd floor

Handles building-related issues, liaising with Corp. Admin Services, Building Management, EITS, UC Team, OFD, HR, Materials Management, and the Canon Team to ensure business continuity on the day-to-day, in a safe and healthy work environment

Disseminates critical communications related to workplace environmental impacts liaises with various departments on behalf of Finance staff to ensure a safe and healthy work environment

Manages office and cubical inventory and space assignments

Affiliation Modification Request Tracking: Manages the request process for affiliate budget and workforce modifications (e.g., salary and FTE changes, temp-staff utilization, subcontracted services), through communication with sites via shared mailbox.

Reviews submission for completeness, ensuring all necessary information is provided, then sending a confirmation receipt with an estimated date of disposition.

Upload submissions to an excel-based master tracker file and at the direction of OPSA leadership, follow-up on requests requiring further clarification.

Review and aggregate dispositions to send back to sites once decisions on salary modifications have been made.

Coordinate bi-weekly calls with finance, clinical, and affiliate representatives at each site to review outstanding questions regarding new and pending items.

Provide ad hoc project management support including but not limited to: note taking, submitting ticket request for team access to shared documents, meeting scheduling, and assisting with data entry as needed

Minimum Qualifications

1. a. High School Diploma or equivalent and five 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 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 1- 2 years of office work experience

Experience in finance or healthcare environments

Excellent communication and interpersonal skills to effectively collaborate with stakeholders at all levels.

Strong organizational and time management skills

Ability to handle multiple tasks and meet deadlines.

Possess a superior level of problem-solving acumen.

Exceptional relationship-building skills

Proficiency in using financial databases, tools and MS Office suite.

Ability to work under pressure, take ownership of responsibilities, and adapt to changing priorities.

A high level of integrity and commitment to maintain confidentiality.

If applying online, please include your cover letter in the same file attachment with your uploaded resume.

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