Coordinates and oversees the office activities of assigned department. Assists the Program/Department leadership in the coordination and management of administrative matters and goals and objectives of Visiting Nurse Service of New York.
Coordinates daily department activities to ensure smooth operation and administration. Maintains calendar of departmental activities and keeps management informed of commitments.
Collects data and prepares/distributes project related reports, summaries, presentations, and documentation. Prepares standard and ad hoc reports on department activities; ensures distribution as appropriate. Supports department staff with data formatting and reporting.
Prepares/maintains various department databases (e.g., program data, client billing, visit data, etc.). Collects and enters data, and designs/formats reports, spreadsheets, graphs, charts, etc. as required.
Assists project leaders with timelines/project plans for management review and keeps staff informed of due dates/deliverables. Follows up with staff to ensure timely completion and keeps management informed of status.
Coordinates logistics for department meetings, orientation, focus groups, training, etc. Enrolls participants, sends notifications, prepares or oversees the preparation of agendas, attendance rosters, materials/manuals; makes arrangements for facility set-up, equipment and supplies, and travel as needed.
Monitors department expenditures to ensure adherence to budget and keeps management advised of problems. Prepares/submits check requests, purchase orders and stock requisitions as needed.
Attends meetings as assigned, takes, formalizes and distributes notes/minutes, and follows up to ensure new assignments/projects are completed.
Conducts research, locates/summarizes/classifies/sorts data, and prepares reports on findings.
Prepares original correspondence/communication material or prepares them from notes provided by department management/staff and ensures they are distributed in an accurate and timely manner.
Organizes/maintains departmental files and ensures their confidentiality. Performs or oversees other administrative activities (e.g., answering/screening/routing telephone calls, filing, sorting/distributing mail, etc.)
Participates in special projects and performs other duties as required.
Assists in data entry and Raiser’s Edge database management (donor, collateral, etc.)
Organizes and assists in mailings, including mail merge, printing, collation, stuffing and folding for donor and consumer activities
Responsible for office supplies and equipment and serves as IT and contract liaison - prepares and collaborates with department staff to submit contracts through contract management system.
Monitors inventory of departmental supplies, advises management of the need to reorder; completes appropriate forms, and follows-up with vendor to ensure supplies are received in a timely manner.
Education: Bachelor’s Degree in business administration, health, or a related discipline OR the equivalent work experience required.
Experience: Minimum of two years health or administrative experience required. Excellent organizational, research, analytical, customer service, and oral/written communication skills required. Strong attention to detail. Advanced proficiency with personal computer software, including MS Office products required. Some knowledge of health care activities and department related systems requirements preferred.
Experience with Raiser’s Edge and/or other fundraising CR preferred.
The Visiting Nurse Service of New York (VNSNY) is one of the nation's largest not-for-profit home- and community-based health care organizations, serving the five boroughs of New York City, and Nassau, Suffolk, and Westchester Counties. For over 125 years, VNSNY has been committed to improving the health and well-being of people through high-quality, cost-effective health care in the home and community. We offer a wide range of services, programs, and health plans to meet the diverse needs of our patients, health plan members, and clients from before birth to the end of life. On any given day, VNSNY employees - including nurses, rehabilitation therapists, social workers, home health aides and other professionals - deliver compassionate care, unparalleled medical expertise, and 24/7 solutions and resources to approximately 40,000 individuals in our care helping them to live the best lives possible in their homes and communities.