Administrative Assistant

Saint Peter's Healthcare System•New Brunswick, NJ

About The Position

The Administrative Assistant serves as the first point of contact for Employee Health Services, receiving and screening visitors, telephone calls, and department correspondence and triaging them according to department procedures. The role coordinates pre-employment physicals and employee appointments in collaboration with Human Resources and other departments, and provides administrative support to department leadership, including timekeeping, staff scheduling, and departmental calendars. The Administrative Assistant prepares, composes, and distributes correspondence, reports, and other business documents; serves as a liaison among leadership, employees, internal departments, external partners, and other stakeholders; and assists with planning department events, meetings, and conferences. The position also maintains department record-keeping and electronic filing systems, provides employees with their medical records upon request, and manages office supplies, standard department inventory, travel, receipts, and invoices for manager authorization.

Requirements

Three years of related secretarial work experience.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, and strong computer skills.
Exceptional verbal and written communication skills.
Strong interpersonal skills and ability to interact with a diverse employee population.
Excellent customer service skills.
Excellent organizational skills and strong attention to detail.
Ability to handle sensitive and confidential information appropriately.

Responsibilities

Serve as the first point of contact for Employee Health Services by receiving and screening visitors, telephone calls, and department correspondence and triaging them according to department procedures.
Coordinate pre-employment physicals and appointments for employees in collaboration with Human Resources and other key departments.
Provide administrative support to department leadership, including coordinating timekeeping, staff scheduling, and departmental calendars.
Prepare, compose, and distribute correspondence, reports, and other business documents within established deadlines.
Act as a liaison among leadership, internal departments, employees, external partners, and other stakeholders by communicating requests, sharing information, and obtaining data to support department operations.
Assist in planning Employee Health Services events, meetings, and conferences, and maintain the department calendar.
Develop, implement, and maintain department record-keeping and electronic filing systems.
Provide employees with their medical records upon request.
Order and maintain office supplies, standard department inventory, and travel; accept receipts and invoices for manager authorization.