Secretary II, Social Services

University Hospital, Newark NJ•Newark, NJ

8d•$27 - $28•Onsite

About The Position

The primary purpose of the Secretary II position is to provide comprehensive administrative and secretarial support to the Department of Care Coordination. The incumbent is responsible for managing office operations, maintaining departmental records, and facilitating communication across internal and external stakeholders. This position supports the mission of University Hospital by ensuring efficient and organized workflow in support of patient‐centered care.

Requirements

Graduation from an accredited program in secretarial studies plus three (3) years of full‐time secretarial experience. An additional year of experience is required in lieu of the secretarial program.
Proficiency in typing and Microsoft Word, Excel and PowerPoint are required.
College credits may be substituted on a year‐for‐year basis for secretarial college. A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience.

Responsibilities

Service provided is patient centered. Actively contributes to creating a friendly, welcoming, and safe environment for UH customers.
Communicates clearly to ensure understanding.
Responds to complaints and concerns by resolving issues immediately whenever possible.
Organizes work process to accommodate customer needs, including internal customers and co‐workers.
Meets or exceeds customer expectations for service. Acts as a role model for Service Excellence.
Maintains professional composure in the workplace.
Works effectively with team to ensure customer service scores for work area meet/exceed targets.
Demonstrates respect for patient rights.
Performs general secretarial duties including typing, filing, photocopying, and document preparation.
Maintains confidential departmental files, including personnel records, correspondence, and operational documents.
Prepares payroll timesheets and tracks staff attendance.
Monitors staff compliance with mandatory education, health requirements, and licensure renewals.
Coordinates internal communications, manages department calendars, and arranges meetings including scheduling, agenda preparation, and minute‐taking.
Orders and maintains inventory of departmental supplies, including office materials, lab coats, and business cards.
Acts as liaison with University Hospital departments such as Payroll, Maintenance, and Human Resources.
Manages daily discharge communications to contracted insurers.
Coordinates delivery and processing of regulatory forms, including Medicare Outpatient Observation Notices, NJ OBS forms, and UH Code 44 documentation.
Oversees the Livanta Discharge Appeal process in accordance with guidelines.
Assists with maintenance of department databases, educational materials, contact grids, and shared drives.
Fields incoming calls to the Care Coordination department and routes them appropriately.
Coordinates and manages AMION schedules and Workforce Management updates.
Facilitates medical transportation for discharged inpatients and arranges appropriate services in collaboration with the care team.
Manages departmental invoices, letters of agreement, and coordinates the invoice process for contracted ambulance services.
Coordinates maintenance of office equipment and ensures timely service.
Understands and adheres to University Hospital’s compliance standards as they appear in University Hospital's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Keeps abreast of all pertinent federal, state and University Hospital regulations, laws, and policies as they presently exist and as they change or are modified.
Performs other related duties as assigned.