How have you impacted someone's life today? At Hackensack Meridian Health our teams are focused on changing the lives of our patients by providing the highest level of care each and every day. From our hospitals, rehab centers and occupational health teams to our long-term care centers and at-home care capabilities, our complete spectrum of services will allow you to apply your skills in multiple settings while building your career, all within New Jersey's premier healthcare system.
The Administrative Assistant (AA) fulfills the administrative needs of the leader(s) to whom s/he supports. S/he works under the direction of his/her leader with a strong proficiency in handing more advanced administrative duties and assignments with a high degree of professional detail and confidentiality. The AA uses sound judgment in decision-making, problem-solving and project coordination in a fast-paced, high performance environment. S/he acts as a role model to peers fostering teamwork, collaboration, and integration among team members and leaders.
Responsibilities
Completes a broad variety of administrative tasks for the leader or department to include management of calendars, travel, expense reimbursement and document creation. Works closely and effectively with leader to keep him/her informed of upcoming commitments and responsibilities and aides in time management to keep leader on schedule. Prioritizes tasks given by manager at own discretion based upon knowledge of job. Organizes workflow, including scheduling projects and setting deadlines on behalf of leaders and/or work group. Coordinates meetings, trainings, and events.
Serves as the liaison between leaders and all internal and external stakeholders, maintaining positive open communications and keeping them informed every step of the way. Communicates in a clear, courteous, and caring way. Uses the tact and diplomacy required to navigate customers, team members, vendors, patients, board members, etc. As appropriate, escalates issues to the leader. Builds productive cross-functional relationships across all levels of the organization. Has an advanced understanding of department, company, and/or brand and promotes it throughout all interactions
Demonstrates ability to coordinate projects and/or core department processes to meet deliverables and timelines. Proactively anticipates work within the department and prioritizes tasks utilizing the skills of others as needed. Demonstrates outstanding time management skills and project follow-up. Sets up tracking and recordkeeping systems to keep leader and others on track.
Expense and budget reports are prepared in a timely and accurate manner. Department invoices are processed timely and the budgets are tracked and adhered to with little or no variance. May have some discretion in utilizing department budget. Handles office/department needs from supplies to vendor management.
Completes all other necessary duties with attention to detail and in a timely manner.
Qualifications
Must have a high school diploma or equivalent
A minimun of 5 years experience of administrative support in a complex environment supporting middle to upper level management is required.
Microsoft Office skills required along with the ability to communicate both orally and in writing.
Must have exceptional organizational skills and be able to manage more than one project at a time.
Prior experience with Epic is preferred
Associate's Degree or Bachelor's Degree is preferred