Administrative Assistant II - VMG

Virtua; Cropwell (NJ); Hybrid; USD 51,000 - 77,000; Full time

Job summary

Virtua Health in New Jersey seeks an experienced executive secretary to provide general and advanced administrative support, maintain calendars, coordinate events, process invoices, and prepare reports. The role requires 3–5 years of executive secretarial experience, proficiency in MS Office, strong communication, and the ability to adapt to changing priorities in a busy office.

The position is hybrid with a competitive hourly rate and comprehensive benefits for full‑time colleagues.

Qualifications

• 3–5 years executive secretarial or administrative support experience.
• Proficient with Excel, Word, PowerPoint and Outlook.

Responsibilities

• Ensure smooth office operation and administrative support.
• Screen calls and visitors; route to appropriate party.
• Schedule appointments and maintain calendars; prepare minutes and memos.
• Prepare office expense reports and assist in budgeting.
• Lead junior clerical staff on projects as needed.

Skills

Executive support

Excel/Word/Outlook

Communication skills

Organizational skills

Prioritization

Education

High School diploma

Secretarial training

Tools

MS Office

Job description

At Virtua Health, we exist for one reason - to better serve you. That means being here for you in all the moments that matter, striving each day to connect you to the care you need. Whether that’s wellness and prevention, experienced specialists, life‑changing care, or something in‑between - we are your partner in health devoted to building a healthier community. If you live or work in South Jersey, exceptional care is all around. Our medical and surgical experts are among the best in the country. We assembled more than 14,000 colleagues, including over 2,850 skilled and compassionate doctors, physician assistants, and nurse practitioners equipped with the latest technologies, treatments, and techniques to provide exceptional care close to home. A Magnet‑recognized health system ranked by U.S. News and World Report, we’ve received multiple awards for quality, safety, and outstanding work environment. In addition to five hospitals, seven emergency departments, seven urgent care centers, and more than 280 other locations, we’re committed to the well‑being of the community. That means bringing life‑changing resources and health services directly into our communities through our Eat Well food access program, telehealth, home health, rehabilitation, mobile screenings, paramedic programs, and convenient online scheduling. We’re also affiliated with Penn Medicine for cancer and neurosciences, and the Children’s Hospital of Philadelphia for pediatrics.

Location

Lippincott - 301 Lippincott Drive

Remote Type

Hybrid

Employment Type

Employee

Employment Classification

Regular

Time Type

Full time

Work Shift

1st Shift (United States of America)

Total Weekly Hours

40

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 - 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.

Hourly Rate: $24.51 - $36.89The actual salary/rate will vary based on applicant’s experience as well as internal equity and alignment with market data.

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.