Department Assistant - Perioperative Administration - Full-time - Day

Capital Health (US); Pennington (NJ); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Medical Plan

Dental Plan

Vision Plan

FSA

Retirement Savings Plan

Life Insurance

Disability Benefits – LTD/STD

Employee Assistance Program

Commuter Transit

Commuter Parking

Job summary

Capital Health seeks an experienced administrative professional to support multiple departments, manage calendars, schedule meetings, and coordinate logistics. The role requires strong organizational and interpersonal skills, plus at least three years of clerical experience and proficiency in MS Office.

The position emphasizes confidential records handling, report processing, vendor coordination, and document preparation. 40-hour work week with comprehensive benefits available.

Qualifications

• Three years of clerical, office, or administrative experience.
• Broad knowledge of administrative and clerical functions.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) required. Familiarity with basic internet searching and browsing.

Responsibilities

• Maintains calendars for Department Head with accuracy, schedules meetings and coordination of facilities, catering, and logistics.
• Maintains records and databases, handles confidential files, and liaises with Payroll and Human Resources.
• Processes reports, requisitions, invoices, and expense reports with appropriate coding and signatures.
• Coordinates outside contacts and vendors, attends committee meetings, and supports drafting and editing documents.
• Prepares and formats letters, memoranda, and presentations using MS Office and ensures timely responses to mail and emails.
• Organizes data, maintains files, and supports databases, research as needed, and logs.

Skills

Calendar management

Scheduling

Organizational skills

Interpersonal skills

Education

High school diploma or GED

Associate's or business school degree preferred

Tools

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Internet research

Job description

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advanced technology. Capital Health is a dynamic health care resource accredited by the DNV that includes two hospitals, an outpatient center, satellite ED, and an expansive network of primary and specialty care. Capital Health Medical Group is made up of more than 600 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Capital Health recognizes that attracting the best talent is key to our strategy and success as an organization. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we can attract the best candidates.

The listed pay range or pay rate reflects compensation for a full-time equivalent (1.0 FTE) position. Actual compensation may differ depending on assigned hours and position status (e.g., part-time).

Pay Range

$20.10 - $26.13

Scheduled Weekly Hours

40

Position Overview

SUMMARY (Basic Purpose of the Job)

Performs administrative activities within established guidelines to support multiple department operations. Provides secretarial support to facilitate smooth operation of multiple departments. Coordinates workflow to ensure operation within multiple departments.

Minimum Requirements

Education

High school diploma or GED. Associate's or business school degree preferred.

Experience

Three years of clerical, office, or administrative experience.

Knowledge and Skills

Broad knowledge of administrative and clerical functions. Possesses good understanding of organization's structure.

Special Training

Proficiency in Microsoft Office (Word, Excel, Outlook, Power Point) required. Familiarity with basic internet searching and browsing.

Mental, Behavioral and Emotional Abilities

Excellent organizational and interpersonal skills.

Usual Work Day

8 Hours

Essential Functions

• Maintains calendars for Department Head with accuracy, updating as changes occur. Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics assuring smooth functioning of events. Makes travel arrangements as needed.
• Maintains, on a timely and accurate basis, records and databases of information specific to multiple departments, often of a highly confidential nature. Maintains confidential files for the department. May process timekeeping and tracking of PTO in accordance with policy and procedure, serves as liaison with Payroll and Human Resources.
• Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff. Processes timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures.
• Contacts, makes inquiries, and schedules appointments with appropriate outside individuals and vendors.
• Attends, participates in, and provides constructive input in assigned committee meetings.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs formats and lays out presentations and documents as needed, using basic and intermediate features of MS Office applications (Word, Excel, Power Point). Reviews, determines appropriate disposition of, and respond to mail, faxes, email in a timely manner. Performs a variety of clerical tasks: monitors and orders office supplies, makes copies, sends and receives faxes as required. Maintains an orderly filing system for records, documents, printed material, and hospital and departmental manuals.
• Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Maintains existing databases in standard and specialized database applications. May conduct research on the Internet. Maintains hospital and departmental logs and catalogs.
• Serves as liaison with facilities or building management, safety, and security to ensure consistent provision of services and to resolve problems as needed.
• Participates in office renovation, space allocation, and office moves, coordinating IT, telephone, facilities and other support services as needed.
• Develops, formats, prepares, and/or types purchase orders, requisitions, work schedules, correspondence, reports, and other related documents. Expedites and ensures delivery of materials and supplies.
• Performs other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Frequent physical demands include:

Standing, Walking, Wrist position deviation, Keyboard use/repetitive motion, Talk or Hear

Occasional physical demands include:

Climbing (e.g., stairs or ladders), Carry objects, Push/Pull, Twisting, Bending, reaching forward, reaching overhead, Squat/kneel/crawl, Pinching/fine motor activities

Continuous physical demands include:

Sitting

Lifting

Floor to Waist 20 lbs. Lifting Waist Level and Above 20 lbs.

Sensory Requirements include:

Very Accurate 20/40, Near Vision, Accurate Far Vision, Color Discrimination, Minimal Depth Perception, Accurate Hearing

Anticipated Occupational Exposure Risks Include the following:

Bloodborne Pathogens , Chemical, Airborne Communicable Disease , Dust/Particulate Matter

This Position Is Eligible For The Following Benefits

• Medical Plan
• Prescription drug coverage & In-House Employee Pharmacy
• Dental Plan
• Vision Plan
• Flexible Spending Account (FSA)
• Healthcare FSA
• Dependent Care FSA
• Retirement Savings and Investment Plan
• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance
• Supplemental Group Term Life & Accidental Death & Dismemberment Insurance
• Disability Benefits – Long Term Disability (LTD)
• Disability Benefits – Short Term Disability (STD)
• Employee Assistance Program
• Commuter Transit
• Commuter Parking
• Supplemental Life Insurance
• Voluntary Life Spouse
• Voluntary Life Employee
• Voluntary Life Child
• Voluntary Legal Services
• Voluntary Accident, Critical Illness and Hospital Indemnity Insurance
• Voluntary Identity Theft Insurance
• Voluntary Pet Insurance
• Paid Time-Off Program

The pay range listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining base salary and/or rate, several factors may be considered including, but not limited to location, years of relevant experience, education, credentials, negotiated contracts, budget, market data, and internal equity. Bonus and/or incentive eligibility are determined by role and level.

The salary applies specifically to the position being advertised and does not include potential bonuses, incentive compensation, differential pay or other forms of compensation, compensation allowance, or benefits health or welfare. Actual total compensation may vary based on factors such as experience, skills, qualifications, and other relevant criteria.