Administrative Assistant

RWJBarnabas Health • Toms River, NJ

182d • $17 - $24

About The Position

The Administrative Assistant performs a variety of administrative and secretarial functions for the Directors of Outpatient Operations at Children's Specialized Hospital. This role is crucial in supporting the operational processes and ensuring the smooth functioning of the Ambulatory Clinic. The position is full-time, with a day shift from Monday to Friday, 8 am to 4:30 pm.

Requirements

• High school diploma is required.
• Associates degree or higher is preferred.

Responsibilities

• Completes system access requests for new employees when needed.
• Assists with onboarding new employees in the absence of supervisor or site lead.
• Assists with general site and department orientation; maintains required documentation to HR and Education manuals.
• Coordinates Director calendars.
• Plans, organizes, and prepares materials in support of Associate Directors' daily activities.
• Schedules meetings and arranges for rooms.
• Coordinates meeting agendas, takes minutes, and disseminates information to key stakeholders.
• Ownership of operational processes across all sites for consistency.
• Supports regulatory for on-site postings, environment of care, and building cleanliness.
• Assists with obtaining and organizing data as requested.
• Assists with ordering of supplies, maintains budgeting spreadsheets, and provides information as requested to directors in terms of spending.
• Completes work orders as requested and monitors completion.
• Reviews and disseminates Press Ganey surveys to teams.
• Answers telephone, screens calls, takes messages, and provides information according to established policies.
• Responds to calls and visits from staff, patients, families, and the public.
• Deals discreetly with sensitive, confidential information.
• Assists with construction and expansion projects.
• Handles incoming and outgoing mail.
• Answers routine inquiries.
• Coordinates assigned projects, including monitoring, following up, and communicating with all related parties.
• Establishes office systems and maintains files.
• Completes tasks and provides coverage as required.

Benefits

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Hospitals
• Education Level: High school or GED