Administrative Assistant

Saint Peters Healthcare System•New Brunswick, NJ

11d•$20 - $32•Onsite

About The Position

The Administrative Assistant will be responsible for managing departmental communications, financial record-keeping, time-off requests, and patient reception. This role involves handling a high volume of phone calls, documenting patient interactions, assisting with expenditure reports, processing invoices, and maintaining organized electronic records. The position also includes acting as a timekeeper, managing payroll-related tasks, and serving as a secondary point of contact for practice coordination and registrar duties. Additionally, the role requires processing incoming and outgoing mail and faxes, managing shipping requests, and requesting/documenting patient charts.

Requirements

Ability to type, edit and proof business correspondence and prepare reports.
Three (3) years related secretarial work experience including arranging meetings and conferences.
Excellent interpersonal skills.
Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.

Responsibilities

Receive telephone calls for the department, answer heavy volume of phone calls within 3 rings, identifying themselves, the department and politely obtaining a summary for the call.
Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
Immediately and appropriately document patient interactions in department EMR, SHIRE Review voice mails left overnight.
Assist Department Chair in managing and maintaining the department’s expenditure reports.
Obtain invoices, create vouchers and makes request for necessary signatures.
Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).
Keep electronic copies of all transactions organized with accordance with department policy.
Works closely with the Grant Coordinator and Practice Coordinator when quarterly reports are due.
Acts as time keeper and monitors all requests for time off, following hospital policy and procedures for Payroll purposes.
Enter time off requests and make note into hospital payroll system.
Keep electronic copies of all requests organized for easy reporting and review.
Act as secondary to Practice Coordinator for sign off privileges.
Receive, process and distribute electronic faxes in Athena inbox to appropriate staff.
Receive, process and distribute department mail.
Process outgoing mail, per hospital procedures.
Process FedEx shipping label per clinical staff instructions and deliver to loading dock.
Pick up and distribute in-coming mail.
Appropriately request charts from Cityside Archive, per guidance of clinical staff when necessary.
Follow documentation procedures in SHIRE when chart is requested and obtained.
Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer, label makers, etc.).
Secondary to Registrar Receptionist.
Greet and receive patients and visitors in a courteous and professional manner.
When receiving patients, identify the patient is on schedule, note the time of the appointment, register patient per hospital standards and obtain referrals if necessary.
Inform patients if there will be a wait.