Office Manager-Information Technology - White Plains Hospital

Position Summary

The Information Technology Office Manager is responsible for the daily operations of the IT Department. Directly reporting to the Sr. Director of IT, the Office Manager will manage support and oversight of the IT department functions including Invoice/PO processing, Time Keeping for all staff, IT Conference Room bookings, schedule meetings for IT leaders, route escalations and other duties as may be required to achieve organizational results.

Essential Functions and Responsibilities Includes the Following:

Understands and adheres to the WPH Performance Standards, Policies and Behaviors.

Oversees the daily Office operations of the IT Department.

Assists IT leadership in administering WPH policies and procedures.

Interacts with other department managers and administration.

Addresses complaints, resolves problems and/or escalates to appropriate IT Leader. Must be resourceful and persistent and be able to troubleshoot problems, following through to resolution.

Assists in the onboarding of new hires.

Ability to handle multiple priorities, keeping track of deadlines in a busy environment, working independently and as part of a team.

Manages PO and Invoice processing using WPH tools. Ensures all Invoices processed in a timely manner and track Spend to Budget

Manages Office Supplies for the Department

Manages Time Keeping for IT staff via Kronos.

Maintain contracts in Policy Tech tool.

Responsible for coordination and scheduling of meetings for IT leaders. Manages the IT conference Room schedules.

Oversees and approves office supply inventory.

Facilitate IT department events and Meetings.

Establishes and maintains an efficient visitor flow and ensures effective telephone and mail communications both internally and externally to maintain professional image.

Supports & upholds established policies, procedures, objectives, quality improvement, safety, environmental and regulatory initiatives.

Performs all other duties as assigned.

Education & Experience Requirements

High School Diploma or Equivalency Required. Bachelor’s Degree or equivalent combination of education and/or experience required.

Minimum 5 years administrative experience Proficient in Microsoft O365

Core Competencies

• • Ability to effectively use Microsoft O365 tools to streamline IT Office Management functions.
  • Excellent interpersonal and verbal/written communication skills
  • Exercises time management and organizational skills
  • Ability to juggle multiple priorities at the same time
  • Ability to use good judgment and has sound decision making skills

• • Team player and willing to go above and beyond to get the job done
  • Maintains confidentiality and uses discretion at all times

Physical/Mental Demands/Requirements & Work Environment

• • May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc. (Standard for all Job Descriptions)
  • The position operates in a professional office environment. The role routinely uses standard office equipment such as phones, computers, photocopiers, filing cabinets and fax machines located at multiple locations within the building.
  • Ability to constantly greet and direct staff, visitors and callers.
  • Ability to remain stationary for extended periods of time.
  • Ability to move about the office frequently.

Primary Population Served

Check appropriate box(s) below:

• Neonatal (birth – 28 days)

• Patients with exceptional communication needs

• Infant (29 days – less than 1 year)

• Patients with developmental delays

• Pediatric (1 – 12 years)

• Patients at end of life

• Adolescent (13 – 17 years)

• Patients under isolation precautions

• Adult (18 – 64 years)

• Patients with cultural needs

• Geriatric (> 65 years)

• All populations

• Bariatric Patients with weight related comorbidities

â˜' Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.

PI239615916