Review Vacancy
AgencyHealth, Department of - Helen Hayes Hospital
TitleHealth Facility Management Assistant (NY HELPS) - 95112
Occupational CategoryAdministrative or General Management
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $70951 to $89138 Annually
Duties Description The role directly reports to the Chief Executive Officer and provides high-level support to the Chief Executive Officer and Executive team, ensuring efficient operations through a wide range of executive, administrative, and office management functions. Exceptional communication and organizational skills, proven discretion with confidential matters, and the ability to manage complex tasks in a fast-paced environment. Key responsibilities include project coordination; preparation of content, materials, briefings and presentations; event planning; supervision and leadership of executive administrative support staff; liaison with internal and external stakeholders. The role is crucial in guaranteeing the coherence between the administrative support team and the major projects overseen by the CEO's Office. Provide administrative support, including the preparation and drafting of meeting materials; prepare letters, reports, memoranda and project presentations that may contain highly sensitive information and require discretion and judgment when compiling. Receive and screen all visitors, telephone calls, and all inquiries for the Chief Executive Officer and Executive Leadership Team. Answer inquiries concerning activities and operations for the department and handle complaints based on knowledge of Hospital Policy. Prepare drafts and/or edit correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader. Provide support to handle public relations events and correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President. Collaborate with the Leadership Team & other contacts to gather data and prepare reports and presentations for internal/external meetings & events. Prepare agendas and takes minutes at senior staff meetings. Demonstrate judgment, discretion, and professionalism in handling sensitive and confidential information. Oversee the day-to-day operations of the administrative services team. Ensure executive administrative support staff are on task, support issues and challenges as needed in the administrative suite, and as an available resource support the team and the executives as needed. Oversee and manage time and attendance for the administrative support team, ensuring that adequate coverage is provided. Conduct regular staff huddles and ensures consistent communication across all team members in all locations. Cascade key organizational messages. Provide board support, including taking minutes and performing the functions of a Board Secretary as directed by the CEO. Additional responsibilities will be assigned as needed.
Minimum Qualifications Transfers: Current New York State employee with one or more years of permanent, contingent-permanent, or 55 b/c service in a position in allocated to Grade 16 or above, and that is eligible for transfer under Section 70.1 and/or 52.6 of the Civil Service Law to a Health Facility Management Assistant.
Open Competitive (NY HELPS) Minimum Qualifications:
Six years of experience in the administration of a health-related facility, which includes work in human resources, business, or finance offices, quality management, or functioning as the administrator of a health-related facility, which includes collecting and analyzing administrative data to assess the efficiency of program operations and performance and develop internal controls; recommending changes and improvements to management; and reviewing and updating facility policies and procedures to ensure compliance with agency, facility, and regulatory requirements.
Minimum Qualifications Substitution:
An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Preferred Qualifications: A Bachelor's Degree in Healthcare, Business, or a related field is preferred. The candidate must have 4-7 years of experience providing support to executive-level positions. Advanced level of proficiency in Microsoft Word, PowerPoint, Excel, and Adobe Acrobat; and have 3–6 months of experience taking and transcribing meeting minutes. Ability to learn new software applications, strong work prioritization, time management skills, and ability to meet strict deadlines. Perform job duties under stressful conditions and strong independent working skills. Ability to relate cooperatively and constructively with clients and co-workers. Proficiency in working with high-level executives both inside and outside of the organization. Strong ability to multitask and have experience managing multiple projects. Possess excellent verbal and written communication skills, excellent organizational, customer service, and interpersonal skills. Experience in handling confidential information; and well-versed in the preparation and processing of expense reports, invoices, payment requisitions, contracts, and other financial documents. Experience with The Joint Commission and CMS guideline surveys and audit processes.
Additional Comments One permanent competitive. or non-competitive (HELPS), full-time appointment.
Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
Degrees awarded from educational institutions outside of the United States, or its territories must be independently verified for equivalency. Please see https://www.cs.ny.gov/jobseeker/degrees.cfm for additional information.
Posted salary range ($70,951 - $89,138) includes downstate adjustment of $4,000.
This position is part of the NYS HELPS program. No examination is required.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...
The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm
If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.
NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Some positions may require additional credentials or a background check to verify your identity.
Email Address human.resources@helenhayeshosp.org
Address
51-55 Rte 9W
Notes on ApplyingPlease submit your resume and cover letter as one (1) document, preferably in PDF format, by email to human.resources@helenhayeshosp.org, with Reference Health Facility Mgmt Asst. 18/95112 included in the subject line or by mail to Human Resources, Helen Hayes Hospital, Bldg 22, 51-55 Rte 9W, West Haverstraw, NY 10993, or by fax to (845) 786-4783. Failure to include the required information may result in your resume not being considered for this position.