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About the Role
The Executive Secretary – Behavioral Health & Operations provides comprehensive administrative, operational, and executive-level support to the Director of Behavioral Health and designated senior Operations leadership. This position requires an individual who is highly organized, technologically proficient, detail-oriented, resourceful, and capable of independently managing multiple priorities in a fast-paced healthcare environment. The Executive Secretary serves as a central administrative resource for the Behavioral Health Department and supports departmental operations through calendar management, meeting coordination, data entry and reporting, document preparation, patient complaint coordination, supply and work-order management, telephone management, and general administrative support. The position requires regular interaction with patients, employees, clinical providers, department leaders, vendors, and senior leadership and therefore requires excellent judgment, professionalism, discretion, confidentiality, and communication skills.
Responsibilities
- Provide comprehensive administrative support to the Director of Behavioral Health and designated senior Operations leadership.
- Manage complex calendars, appointments, meetings, conference calls, and scheduling priorities.
- Coordinate meetings, including scheduling participants, reserving meeting space, preparing agendas and supporting materials, and documenting follow-up items.
- Prepare professional correspondence, memoranda, letters, presentations, reports, meeting minutes, and other administrative documents.
- Draft routine communications on behalf of departmental leadership and appropriately route correspondence requiring executive review.
- Maintain organized electronic and physical files, departmental records, correspondence, reports, and administrative documentation.
- Track assignments, deadlines, departmental initiatives, and outstanding action items and provide appropriate follow-up.
- Exercise discretion when handling confidential employee, patient, operational, and organizational information.
Requirements
- High school diploma or equivalent required.
- Associate degree preferred.
- Bachelor's degree in Business Administration, Healthcare Administration, Behavioral Health, Public Administration, or a related field strongly preferred.
- Minimum of three years of progressively responsible administrative or executive support experience preferred.
- Healthcare, ambulatory care, Behavioral Health, FQHC, hospital, or medical-office experience strongly preferred.
- Prior experience supporting a director, senior leader, executive, or multiple department leaders strongly preferred.
- Bilingual fluency is required.
- Spanish/English strongly preferred based upon organizational and patient population needs.
- Demonstrated experience using an electronic health record system.
- NextGen experience required or demonstrated advanced proficiency with a comparable ambulatory EHR with the ability to become proficient in NextGen quickly.
Skills
- Highly organized
- Technologically proficient
- Detail-oriented
- Resourceful
- Independent management of multiple priorities
- Excellent judgment
- Professionalism
- Discretion
- Confidentiality
- Communication skills
Location
- Bronx, NY
Work Type
- Full Time
Experience Level
- Minimum of three years of progressively responsible administrative or executive support experience preferred
- Prior experience supporting a director, senior leader, executive, or multiple department leaders strongly preferred
Education Level
- High school diploma or equivalent
- Associate degree
- Bachelor's degree in Business Administration, Healthcare Administration, Behavioral Health, Public Administration, or a related field
Salary/Compensations
- $23.00 - $25.00 Hourly