Administrative Assistant I -

City/State:

Mount Vernon, New York Grant Funded:

No Department:

OHS - Occupational Health Services Work Shift:

Day Work Days:

MON-FRI Scheduled Hours:

8 AM-4:30 PM Scheduled Daily Hours:

7.5 HOURS Hourly Rate:

$34.00

For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors.

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Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to Occupational Health Services clinicians, leadership, associates, and external partners at Montefiore Mount Vernon. This role coordinates high-volume scheduling, employee health records, compliance tracking, onboarding support, workers’ compensation documentation, reporting, and customer service functions necessary to support efficient Occupational Health operations.

The Administrative Assistant works in a fast-paced environment requiring excellent organization, communication, discretion, independent judgment, and the ability to manage multiple time-sensitive priorities while maintaining the confidentiality and integrity of employee health information.

Key Responsibilities

· Coordinate day-to-day OHS administrative and office functions to ensure efficient departmental operations and appropriate prioritization of clerical responsibilities

· Manage high-volume scheduling for annual health assessments, respirator fit testing, new-hire and pre-placement processes, workers’ compensation follow-up, and other Occupational Health services

· Support onboarding and post-offer/pre-placement workflows for employees, volunteers, students, house staff, and contracted personnel

· Communicate with associates and managers through telephone, email, fax, and other OHS communication systems regarding appointments, scheduling requirements, compliance deadlines, and follow-up needs

· Maintain and update shared OHS calendars, daily schedules, appointment records, and compliance tracking tools

· Reschedule missed or canceled appointments and proactively follow up on outstanding compliance requirements

· Support regulatory and organizational compliance initiatives by tracking annual assessments, vaccination requirements, respirator fit testing, credentialing requirements, and other employee health metrics

· Prepare, maintain, and distribute reports and data related to Occupational Health compliance, departmental activity, and performance metrics

· Utilize Epic, Cority, Microsoft Office, departmental scheduling systems, and other applications to support employee health workflows, documentation, data management, and reporting

· Maintain accurate employee health records and departmental files while ensuring compliance with HIPAA and organizational confidentiality requirements

· Perform registration, scheduling, patient arrival, and checkout functions accurately and efficiently

· Ensure required OHS consent forms and supporting documentation are appropriately collected, scanned, entered, and maintained in Epic and Cority

· Maintain workers’ compensation files and documentation, including organizing records, scanning documentation, retrieving information, and supporting communication with insurance carriers, workers’ compensation representatives, associates, and departmental leadership

· Support workers’ compensation reporting and follow-up by maintaining accurate and current documentation for audits and operational review

· Respond promptly and professionally to telephone, written, and in-person inquiries and ensure requests are directed to the appropriate clinical or administrative team member

· Troubleshoot routine scheduling, system, vendor, billing, and operational concerns and escalate issues appropriately

· Maintain departmental databases and assist with minor software or hardware issues, contacting Information Technology when additional support is required

· Maintain adequate inventory of clerical, operational, and other departmental supplies necessary for daily OHS operations

· Provide operational support for Occupational Health initiatives, including annual assessment compliance activities, respiratory fit testing, vaccination campaigns, and other workforce health programs

· Participate in departmental huddles, meetings, safety activities, and Joint Commission Environment of Care requirements as appropriate

· Collaborate with Human Resources, Environmental Health & Safety, Infection Prevention, clinical staff, insurance carriers, vendors, workers’ compensation representatives, and other internal and external partners

· Provide professional, respectful, and timely customer service to associates, applicants, employees, contracted personnel, and other OHS stakeholders

· Protect confidential and sensitive employee health information and exercise professionalism, discretion, and sound judgment in all interactions

· Support a collaborative work environment and participate in problem solving and workflow improvement activities as needed

Minimum Qualifications

· High School Diploma or GED required

· Minimum of three (3) years of relevant administrative or healthcare experience

· Experience utilizing Microsoft Office required

· Experience working with electronic medical records required

· Strong organizational, customer service, communication, and multitasking skills

· Demonstrated ability to manage multiple competing priorities in a high-volume healthcare environment

· Ability to maintain professionalism, discretion, and confidentiality when handling sensitive employee and health-related information

· Strong attention to detail and ability to maintain accurate records and documentation

· Excellent verbal and written communication skills

Preferred Qualifications

· Bachelor’s degree or equivalent experience preferred

· Prior administrative experience in Occupational Health, Employee Health, ambulatory care, or another healthcare setting

· Experience with Epic and Cority or similar electronic medical record and occupational health systems

· Experience coordinating employee health scheduling, compliance tracking, onboarding, or workers’ compensation processes

· Experience preparing reports, maintaining databases, and tracking operational or regulatory metrics

· Knowledge of HIPAA requirements and appropriate handling of confidential employee health information

· Demonstrated ability to work effectively with clinical staff, leadership, Human Resources, vendors, and external partners

Montefiore Mount Vernon Hospital is an equal employment opportunity employer. Montefiore Mount Vernon Hospital will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.