Administrative Assistant II, Oncology Services

Virtua Health; Voorhees Township (NJ); Hybrid; USD 34,000 - 51,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Job summary

Virtua Health in Voorhees Township, NJ, seeks an experienced administrative professional to support general and advanced office functions. You will troubleshoot workflow, coordinate events, schedule calendars, and prepare reports while assisting in budgeting and payroll tasks as needed.

You will interact with internal and external customers, suppliers, and staff, ensuring smooth operations and timely communication. Hybrid schedule, opportunities for process improvement exist.

Qualifications

• 3 to 5 years executive secretarial or administrative support experience.
• Computer user proficiency (Excel-Word-Power Point Outlook Internet).
• Excellent Communication skills (verbal-written-listening) to interact with employees and external clientele.
• Advanced organizational skills and ability to adapt to changing priorities.
• Working knowledge of organizational policies and procedures or ability to learn quickly.

Responsibilities

• Ensure smooth operation of the office and resolve workflow issues; coordinate department events and support special projects.
• Screen phone calls and visitors; route to the appropriate party and resolve routine inquiries.
• Schedule appointments, meetings, and maintain calendars; take dictation and prepare minutes or memos; arrange travel as requested.
• Assist in formulating the department budget, business plan, or related planning functions.
• Prepare and monitor invoices and office expenses; produce reports and data for presentations.
• Maintain department records; handle confidential information appropriately.
• Lead work of other clerical or administrative staff on projects and assist in training when needed.
• Adapt procedures as assignments change and develop new processes as required.

Skills

Communication skills

Organizational skills

Administrative support

Time management

Customer service

Education

High School diploma; 5 years executive secretarial or administrative support experience

Business or Secretarial School; 3 years experience

Tools

Excel

Word

PowerPoint

Outlook

Internet

Job description

Schedule

Monday - Friday, 8:00am-4:30pm.

Hybrid - subject to change based on patient needs.

Summary

Provides general and advanced, administrative, secretarial, and office support.

Ensures efficient office operation.

Researches a variety of information requests and responds accordingly.

Prepares reports and presentations.

Assists in the formulation of the department budget, business, plan, and related planning functions.

Has regular contact with internal / external customers, suppliers, or employees.

Prepares and monitors invoices and office expense reports.

Has working knowledge of organization policies and department practices.

Leads work of other clerical or administrative support personnel on a project basis or as otherwise directed.

May assist in preparation and processing of dept. payroll.

Position Responsibilities

• Responsible for smooth operation of the office. Troubleshoot problems and resolve issues involving office workflow. Coordinate department events and administratively support special projects.
• Screen phone calls and visitors, routing them to the appropriate party. Has regular contact with internal / external customers, suppliers, or employees. Address and resolve routine inquiries.
• Schedule appointments, meetings, conferences, and maintain calendar(s). May take dictation. Prepare meeting minutes and memos. Compose routine and advanced correspondence. Make travel arrangements and maintain itineraries as requested.
• Assist in the formulation of the department budget, business plan, or related planning functions.
• Prepare office expense reports and monitor invoices. Select and interpret data to produce specialized reports. Prepare data for presentations and special projects. Process time sensitive material. May assist in preparation and processing of department payroll.
• Maintain department records and files. Relay confidential information and often work with information of a sensitive nature. Process and/or maintain confidential or sensitive information.
• Lead work of other clerical or administrative support personnel on a project basis, as assigned, or as necessary to ensure smooth office work flow. Assist in training clerical or administrative personnel. Fill in for other administrative support personnel on an as-needed basis.
• Adapt developed procedures as assignments change; develop and adapt new office procedures as required by organizational changes or to ensure smooth office operation.

Position Qualifications Required / Experience Required

3 to 5 years (see Required Education) executive secretarial or administrative support experience.

Computer user proficiency (Excel-Word-Power Point Outlook Internet).

Excellent Communication skills (verbal-written-listening) in order to interact with employees at all levels and external clientele.

Advanced organizational skills ability to work pro-actively with changing priorities.

Working knowledge of organization policies and procedures or ability to quickly learn and operate within those parameters.

Required Education

High School diploma and 5 years executive secretarial or administrative support experience.

-OR-

Business or Secretarial School and 3 yrs. secretarial or administrative support experience.

Salary:

$24.51 - $36.89 Hourly

Benefits:

Virtua offers a comprehensive package of benefits for full-time and part-time colleagues, including, but not limited to: medical/prescription, dental and vision insurance; health and dependent care flexible spending accounts; 403(b) (401(k) subject to collective bargaining agreement); paid time off, paid sick leave as provided under state and local paid sick leave laws, short-term disability and optional long-term disability, colleague and dependent life insurance and supplemental life and AD&D insurance; tuition assistance, and an employee assistance program that includes free counseling sessions. Eligibility for benefits is governed by the applicable plan documents and policies.