Position Summary: We have an exciting opportunity to join our team as a Departmental Secretary.
In this role, the successful candidate Responsible for all aspects of arranging, scheduling, dispatching and organizing interpreting services for various languages for all future, same day and emergency interpreting appointments, and for providing support to the Program Manager.
Performs miscellaneous administrative and/or other duties as assigned
Maintains a calm demeanor while under pressure and juggling multiple tasks simultaneously.
Demonstrates excellent communication (both written and verbal) and customer service skills when obtaining and conveying information to individuals at various levels both in person and via telephone and email.
Delivers/picks up and cleans auxiliary aids/devices, maintains tracking of said devices and follows up as necessary with departments to facilitate their return.
Answers phones and emails in a timely manner and provides accurate information, takes messages or redirects calls as necessary.
Communicates and elevates issues and concerns to Program Manager and/or Director accordingly.
Obtains information regarding specific interpreting/accessibility needs from various parties and advises accordingly..
Effectively communicates scheduled services and provides information to interpreters and requestors.
Manages multiple tasks at once in an extremely chaotic environment. Prioritizes tasks, responds to competing needs and makes critical thinking decisions triaging requests based on need and acuity.
Creates interpreting schedule for the following day and sends schedules out accordingly to all parties by the end of each business day.
Utilizes hospital records/Epic when necessary to locate patients, determine best uses for interpreting needs/resources and ensure correct provision of services.
Utilizes applicable ERM systems to schedule interpreter requests.
Receives, directs, and responds to the needs of requestors/providers, interpreters and agencies, ensuring all interpreting needs are met and accurately and appropriately scheduled in a time efficient manner, adhering to strict deadlines.
Follows-up and intervenes directly with areas/units on behalf of interpreters when issues and/or scheduling conflicts arise.
Negotiates times/needs with requestors in terms of availability of interpreters and needs of requestors/appointments.
Effectively dismisses and reassigns interpreters as needed due to cancelations, emergent needs, add-ons, etc., to maintain financial responsibility.
Inputs essential data into the scheduling system and obtains missing information. Follows scheduling system guidelines and inputs accurate information according to formula and guidelines. Schedules staff, freelance and agency interpreters for various appointments. Contacts staff, agencies and freelancers for interpreting needs.
Serves as the central intake worker, and coordinates the arranging/scheduling of interpreting services for various languages for all future, same day and emergency interpreting appointments from all areas/units of NYULMC, integrating each parties needs for optimum results.
Minimum Qualifications: To qualify you must have a Graduate of a business/secretarial school of equivalent combination of academic and experience background. Minimum of four years of responsible secretarial experience required. Typing (60 WPM) and Proficient in Microsoft Application Skills required. Knowledge of medical terminology.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.