Administrative Assistant II, School of Medicine

Hackensack Meridian Health•Nutley, NJ

17d•$29

About The Position

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change. 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. A cover letter is required for this position ( You can include a cover letter on the first page of your resume document)

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., reviewing and/or organizing emails and other address directories, coordinates, plans and schedules in-person and remote meetings including meeting locations, dates, conference and/or Google Meet/Zoom lines, preparing and distributing 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 in addition to typing and composing 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. A variety of complex questions will need to be answered with tact and diplomacy.
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 to include administrative support, reviewing reports, and assisting with planning as directed by the Leader.
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.