Administrative Assistant- Somerset, NJ

Req #: 0000146144

Category: Clerical / Administrative Support

Status: Full-Time

Shift: Day

Facility: RWJBarnabas Health Corporate Services

Department: Medical Staff

Location

SBC Corporation, 95 Old Short Hills Road, Somerset, NJ 07052

Job Overview

The Administrative Assistant will provide high-quality administrative and procedural support to the RWJBarnabas Health central MSO leadership team and will be responsible for performing a number of high-level office administration duties. S/he/they will analyze administrative operations and strategies in order to suggest and implement improved work methods and systems. The Administrative Assistant will oversee and coordinate all of the offices administrative activities including, but not limited to, organizing meetings and managing databases. The Administrative Assistant must be proactive, meet deadlines and communicate effectively. Further s/he/they must be able to anticipate and address the needs of the assigned leadership team and their clients and perform administrative tasks to ensure the department s workflow runs smoothly. The ability to interact effectively with all levels of employees, clients and vendors is a key element of this position.

Qualifications

Required

High school diploma or equivalent requiredProven experience (minimally 3-5 years) in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.

Preferred

College and/or administrative support training/education preferred.Knowledge of office procedures.Solid experience with office management systems and MS Office.Familiarity with online calendars and cloud systems.Experience using various types of office equipment.Strong technical knowledge of hardware (personal computer, PC peripherals and copy machinery) and software (ie: MS Office/MS Outlook).Well organized, flexible and prefers the administrative challenges of supporting an office of diverse teams.

Essential Job Functions

Organize office operations and procedures and maintain an organized system of paper and electronic documents.Coordinate leadership communications, including taking calls, greeting visitors, responding to emails, managing calendars, and interfacing with internal and external customers.Prepare internal and external documents (presentations, reports, spreadsheets, letters, etc.) as needed.Manage complex schedules and coordinate meetings with internal and external parties utilizing multiple calendars; determine importance of meeting requests and schedules accordingly.Coordinate staff meetings, conferences and other meetings as necessary.Arrange travel and all accommodations including comprehensive and detailed itineraries.Partner with key stakeholders to maintain office policies as necessary.Organize office operations and procedures and maintain an organized system of paper and electronic documents.Manage meeting room and required equipment needed based on meeting purpose and type.Maintain department organization charts, phone lists, and reporting relationship tools.Complete special projects/tasks as assigned.Manage relationships with vendors, service providers and others and ensure on time service delivery.Participate actively in the planning and execution of department/organizational events.Use various software, including word processing, spreadsheets, databases, and presentation softwareRead and analyze incoming memos, submissions, and distributing them as needed.Uphold a strict level of confidentiality.Research and analyze data to prepare documents for review and presentation.Perform office duties that include ordering supplies, managing a records database, and timekeepingOpen, sort and distribute incoming faxes, emails, and other correspondence.Provide general administrative support.Organize, maintain and update files on all department projects as needed.Prepares time cards for Payroll checks for accuracy

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Additional Information

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

Paid Time Off (PTO) Medical and Prescription Drug InsuranceDental and Vision InsuranceRetirement PlansShort & Long Term DisabilityLife & Accidental Death InsuranceTuition ReimbursementHealth Care/Dependent Care Flexible Spending AccountsWellness ProgramsVoluntary Benefits (e.g., Pet Insurance)Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered,

high-quality academic medicine in a compassionate and equitable manner, while delivering

a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer

RWJBarnabas Health is an Equal Opportunity Employer