Administrative Assistant

Saint Peter’s Healthcare System; New Brunswick (NJ); On-site; USD 28,000 - 44,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) match

Free onsite parking

Tuition assistance

Back-up daycare

Recognition rewards

Job summary

Saint Peter’s Healthcare System in New Jersey is seeking an Administrative Assistant for Employee Health Services. You will be the first point of contact, coordinate pre-employment physicals with HR, and provide essential administrative support including scheduling, correspondence, and calendar management.

You will liaise with leadership, internal departments, external partners, and stakeholders while maintaining confidential information with the utmost discretion.

Qualifications

• Three years of related secretarial work experience.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) with strong computer skills.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills with ability to interact with a diverse employee population.
• Excellent customer service skills.
• Excellent organizational skills and strong attention to detail.
• Ability to handle sensitive and confidential information appropriately.

Responsibilities

• Act as the first point of contact for Employee Health Services.
• Coordinate pre-employment physicals and appointments with HR and other departments.
• Provide administrative support to department leadership and manage calendars.
• Prepare, compose, and distribute correspondence and reports within deadlines.
• Liaise between leadership, internal departments, employees, and external partners.
• Assist in planning Employee Health Services events and maintain the department calendar.
• Develop and maintain department record-keeping and electronic filing; provide medical records on request.
• Order and maintain office supplies and track expenditures for manager approval.

Skills

Secretarial experience

Microsoft Office

Communication skills

Interpersonal skills

Customer service

Organizational skills

Confidential information handling

Tools

Microsoft Office Suite

Job description

• Act as the first point of contact for Employee Health Services. This includes receiving and screening visitors, telephone calls, and department correspondence for department and triages according to department procedures.
• Coordinate pre-employment physicals and appointments for all employees, in collaboration with Human Resources and other key departments.
• Provide administrative support to department leadership, including coordination of timekeeping, staff scheduling, and departmental calendars. Prepare, compose, and distribute correspondence, reports, and other business documents within established deadlines. Act as a liaison between leadership and internal departments, employees, external partners, and other stakeholders by communicating requests, sharing information, and obtaining necessary data to support departmental operations.
• Assist in the planning of Employee Health Services events, meetings, and conferences and maintain the department calendar.
• Develop, implement and maintain department record-keeping and electronic filing systems. Provide employee’s medical records at their request.
• Order and maintain office supplies, standard department inventory, travel, etc., and accept receipts and invoices for expenditures for manager's authorization.
  

SPHS-Employee Health Services

The Administrative Assistant will:

• Act as the first point of contact for Employee Health Services. This includes receiving and screening visitors, telephone calls, and department correspondence for department and triages according to department procedures.
• Coordinate pre-employment physicals and appointments for all employees, in collaboration with Human Resources and other key departments.
• Provide administrative support to department leadership, including coordination of timekeeping, staff scheduling, and departmental calendars. Prepare, compose, and distribute correspondence, reports, and other business documents within established deadlines. Act as a liaison between leadership and internal departments, employees, external partners, and other stakeholders by communicating requests, sharing information, and obtaining necessary data to support departmental operations.
• Assist in the planning of Employee Health Services events, meetings, and conferences and maintain the department calendar.
• Develop, implement and maintain department record-keeping and electronic filing systems. Provide employee’s medical records at their request.
• Order and maintain office supplies, standard department inventory, travel, etc., and accept receipts and invoices for expenditures for manager's authorization.
  

Requirements:

• Three (3) years related secretarial work experience.
• Proficient in the Microsoft Office Suite (i.e., Word, Excel, Outlook) and strong computer skills.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills with the ability to interact with a diverse employee population.
• Excellent customer service skills.
• Excellent organizational skills and strong attention to detail.
• Ability to handle sensitive and confidential information appropriately.

Salary Range: 20.13 - 32.19 USD

We offer competitive base rates that are determined by many factors, including job-related work experience, internal equity, and industry-specific market data. In addition to base salary, some positions may be eligible for clinical certification pay and shift differentials.

The salary range listed for exempt positions reflects full-time compensation and will be prorated based on employment status.

Saint Peter's offers a robust benefits program to eligible employees that will support you and your family in working toward achieving and maintaining secure, healthy lives now and into the future. Benefits include medical, dental, and vision insurance; savings accounts, voluntary benefits, wellness programs and discounts, paid life insurance, generous 401(k) match, adoption assistance, back-up daycare, free onsite parking, and recognition rewards.

You can take your career to the next level by participating in either a fully paid tuition program or our generous tuition assistance program. Learn more about our benefits by visiting our site at Saint Peter's .