Administrative Assistant II, School of Medicine (SOM)

Hackensack Meridian Health • Nutley, NJ

105d • $29

About The Position

The Administrative Assistant II position in the Hackensack Meridian School of Medicine provides high-level support to the Department Leader(s) with a wide range of administrative and general office support. In this role, it is critical that the ideal candidate demonstrate the ability to be a team player, to be proactive and be willing to take initiative to support the goals of the department while displaying courteous and professional behavior.

Requirements

• Bachelor's Degree or significant work experience equivalent to a minimum of 5 years of work experience as an Administrative Assistant or Coordinator-type work in a medical or higher education facility.
• Significant experience providing executive-level support in a university/college setting.
• Excellent organizational and time management skills.
• Must be able to demonstrate exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.
• Ability to work in a fast-paced environment, think independently and problem solve, yet work within the general guidelines established by the Leader.
• Excellent client service skills with the ability to understand perspectives of a multi-faceted team.
• Maintaining the highest standards of confidentiality where applicable.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Nice To Haves

• Master's Degree.
• 5 years of relevant work experience in a growing, dynamic environment supporting a large team of professionals.
• Experience with the Google Suite of software.
• Understanding of medical school operations is a plus.

Responsibilities

• Provide primary administrative support to the Department Leader/Chair/Dean including but not limited to telephone and guest reception, printing, faxing, copying, filing, bulk mailing as well as mailing packages, letters, etc.
• Review and/or organize emails and other address directories.
• Coordinate, plan and schedule in-person and remote meetings including meeting locations, dates, conference and/or Google Meet/Zoom lines.
• Prepare and distribute agendas, handouts, food as needed, and any related arrangements.
• Record and archive meetings, take notes and minutes and distribute them.
• Provide calendar management support as requested by the Leader.
• Type and compose correspondence for signature.
• Provide courteous front line introduction and assistance to callers, visitors, etc. to the HMSOM including problem solving with respect to calls and visitors.
• Assure compliance with HMH policies with respect to travel arrangements, purchasing, accounts payable, expense reimbursement, etc.
• Organize and coordinate travel arrangements according to HMH Policy.
• Prepare reports/forms, purchase orders, travel authorizations and other disbursement requests.
• Track and manage budgets and purchasing/accounts payable.
• Organize and prepare training materials; communicate with internal/external trainers, volunteers (when present), and attendees regarding training sessions and/or meetings.
• Document and distribute evaluation materials and action items for follow up.
• Assist the Dept. Leader with the planning and coordination of key department projects/priorities and events.
• Investigate, organize and input pertinent information into constituent management software.
• Perform other duties and/or projects as assigned.
• Adhere to HMH Organizational competencies and standards of behavior.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid leave
• Tuition reimbursement
• Retirement benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees