Administrative Assistant Part Time

Saint Peters Healthcare System•Piscataway Township, NJ

3d•$20 - $32•Onsite

About The Position

The Administrative Assistant Part Time will be responsible for managing telephone calls, assisting the Department Chair with expenditure reports, acting as a timekeeper, processing mail and faxes, and greeting patients and visitors. This role requires excellent organizational skills and the ability to handle a high volume of tasks efficiently.

Requirements

Ability to type, edit, and proof business correspondence and prepare reports.
Three (3) 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 but may require standing and walking.

Responsibilities

Receive telephone calls for the department, answering within 3 rings, identifying self and department, and obtaining a call summary.
Determine call urgency and dispatch requests to appropriate personnel; take accurate messages.
Document patient interactions in the department EMR (SHIRE) and review voicemails.
Assist Department Chair in managing and maintaining expenditure reports, obtaining invoices, creating vouchers, and obtaining necessary signatures.
Send signed copies to Accounts Payable and email to the financial team.
Keep electronic copies of all transactions organized.
Work closely with the Grant Coordinator and Practice Coordinator for quarterly reports.
Act as timekeeper, monitor time off requests, and enter them into the hospital payroll system.
Keep electronic copies of all time off requests organized.
Act as secondary to Practice Coordinator for sign-off privileges.
Receive, process, and distribute electronic faxes from Athena inbox.
Receive, process, and distribute department mail.
Process outgoing mail and FedEx shipping labels.
Pick up and distribute incoming mail.
Request and document chart retrieval from Cityside Archive.
Operate standard office machines (phones, computers, scanner/fax/copier/printer, label makers).
Greet and receive patients and visitors courteously and professionally.
Register patients, verify appointments, and obtain referrals if necessary.
Inform patients of any potential wait times.