Administrative Assistant Part Time

Saint Peter's Healthcare System•Piscataway, NJ

About The Position

The part-time Administrative Assistant supports the Mobile Health Van department with phone coverage, documentation, financial and payroll tasks, mail and fax handling, and patient reception. The role receives and routes calls, documents patient interactions in the department EMR (SHIRE), and handles administrative processes in coordination with department personnel. It also provides secondary coverage for the Practice Coordinator’s sign-off privileges and for the Registrar Receptionist.

Requirements

Ability to type, edit, and proofread business correspondence and prepare reports.
Three years of related secretarial work experience, including arranging meetings and conferences.
Excellent interpersonal skills.
Ability to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
Generally sedentary work; may require standing and walking.

Responsibilities

Answer a high volume of department calls within three rings, identify themselves and the department, obtain a summary, assess urgency, route requests, and take accurate messages.
Review overnight voicemail messages.
Document patient interactions in the department EMR, SHIRE, following department procedures.
Assist the Department Chair with expenditure reports; obtain invoices, create vouchers, request signatures, distribute signed copies to Accounts Payable and the financial team, and organize electronic transaction records.
Work with the Grant Coordinator and Practice Coordinator on quarterly reports.
Keep time and monitor time-off requests; enter requests into the hospital payroll system and maintain organized electronic copies.
Provide secondary coverage for the Practice Coordinator’s sign-off privileges.
Receive, process, and distribute electronic faxes in the Athena inbox to appropriate staff.
Receive, process, and distribute department mail; process outgoing mail according to hospital procedures; prepare FedEx shipping labels as instructed and deliver shipments to the loading dock; pick up and distribute incoming mail.
Request patient charts from Cityside Archive when directed by clinical staff and follow SHIRE documentation procedures when charts are requested and obtained.
Operate standard office machines, including phones, computers, scanner/fax/copier/printer, and label makers.
Provide secondary coverage for the Registrar Receptionist by greeting patients and visitors, confirming appointments, registering patients according to hospital standards, obtaining referrals when necessary, and informing patients of wait times.