Administrative Assistant Part Time

Saint Peters Healthcare System•Piscataway Township, NJ

2d•$20 - $32

About The Position

The Administrative Assistant supports the Mobile Health Van department with telephone coverage, patient interaction documentation, financial and timekeeping tasks, mail and fax processing, chart requests, and reception coverage. The role also provides secondary support to the Registrar Receptionist by greeting patients and visitors and assisting with patient registration.

Requirements

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

Responsibilities

Receive department telephone calls and answer high-volume calls within three rings, identify themselves and the department, and politely obtain a summary of the call.
Assess urgency, direct requests to appropriate personnel, and take accurate messages according to department procedures.
Document patient interactions promptly in the department EMR, SHIRE, and review overnight voicemails.
Assist the Department Chair with managing and maintaining expenditure reports.
Obtain invoices, create vouchers, request required signatures, and send signed copies to Accounts Payable and relevant financial staff.
Maintain organized electronic copies of transactions according to department policy and work with the Grant Coordinator and Practice Coordinator on quarterly reports.
Serve as timekeeper, monitor time-off requests, enter requests into the hospital payroll system, and maintain organized electronic records for reporting and review.
Provide secondary coverage for Practice Coordinator 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 packages to the loading dock; and pick up and distribute incoming mail.
Request patient charts from Cityside Archive when needed and follow SHIRE documentation procedures for requested and obtained charts.
Operate standard office equipment, including phones, computers, scanner/fax/copier/printer, and label makers.
Provide secondary coverage for the Registrar Receptionist: greet patients and visitors professionally, confirm scheduled appointments, note appointment times, register patients according to hospital standards, obtain referrals if needed, and inform patients about waits.