Healthcare Office Administrator

DeKalb Health; Newark (NJ); Hybrid; USD 65,000 - 85,000; Full time

Job summary

NJII is seeking a dynamic Healthcare Office Administrator to support the Vice President of Healthcare and the team with administrative tasks, ensuring efficient day-to-day operations.

Key duties include calendar management, meeting coordination, file organization, expense processing, and event planning for the Healthcare Division, while maintaining confidentiality and professional communication with stakeholders.

Qualifications

• Bachelor's degree in technology, Business Administration, Finance, or related field; waiver if experience is relevant.
• Minimum 3 years of relevant administrative or executive support experience.
• Excellent written and verbal communication; ability to document requirements clearly.
• Proficiency with Office 365 and Microsoft Office Suite.

Responsibilities

• Provide operational support to the Vice President Healthcare, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Prepare meeting agendas, documents, and presentations; attend meetings, take minutes, and follow up on action items.
• Organize and maintain electronic and physical files for easy retrieval.
• Assist with special projects and initiatives to ensure timely completion.
• Process expense reports, track reimbursements, and reconcile credit card statements.
• Handle office tasks, generate reports, set up meetings, and reorder supplies.
• Organize events for the Healthcare Division and coordinate communications with stakeholders.
• Assist in preparation of regularly scheduled reports and presentations; support company events.
• Maintain confidentiality and support cross-department collaboration to streamline operations.

Skills

Office 365

Project coordination

Written communication

Verbal communication

Organizational skills

Confidentiality

Self-starter

Stakeholder management

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

• Job Category ADMIN
• Employee Type Exempt - FT

Description

Position Summary -

NJII is a leading innovator in the HealthTech sector, committed to improving healthcare delivery through cutting-edge technology. We are looking for a dynamic, organized, and proactive Healthcare Office Administrator to join our team and contribute to our mission of transforming healthcare with technology. As an office administrator, you will play a pivotal role in supporting our fast-paced office environment. Your primary responsibility will be to assist our Vice President of Healthcare and the healthcare team with administrative tasks, ensuring efficient and smooth day-to-day operation of our office.

Person Reports To -

Vice President, Healthcare

N/A

Essential Functions -

• Provide operational support to the Vice President Healthcare, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Prepare meeting agendas, documents, and presentations. Attend meetings, take minutes, and follow up on action items as needed.
• Organize and maintain electronic and physical files, ensuring accurate record-keeping and easy retrieval of documents when needed.
• Assist with special projects and initiatives as assigned, providing administrative support to ensure timely completion and successful outcomes.
• Process expense reports, track reimbursements, and reconcile credit card statements in a timely manner.
• Handle office tasks, generating reports, setting up meetings, and reordering supplies.
• Organize events for the Healthcare Division
• Act as a point of contact for internal and external stakeholders, including managing phone calls and correspondence (email, letters, packages, etc.).
• Assist in the preparation of regularly scheduled reports and presentations.
• Support and assist with planning company events and conferences.
• Maintain a professional and confidential work environment, especially when handling sensitive information and health data.
• Collaborate with various departments to streamline office operations and contribute to team effort.
• Assist in the implementation and maintenance of office policies and procedures.
• Facilitate internal communication by distributing relevant company information as needed.

Additional Functions -

• Education/Degree Preferred: Bachelor's degree in technology, Business Administration, Finance, or related field. The education requirement may be waived if work experience is relevant.
• Years of Experience Required: Minimum of 3 years of relevant experience.
• Knowledge/Skills Required:
• Excellent, professional, clear, and concise verbal, written, and electronic communication skills.
• Excellent analytical skills
• Expert organization and interpersonal skills
• Experience gathering requirements from the client/business and providing clear documentation.
• Experience with project methodology (requirements, design, development, test and implementation)
• Familiarity with business process design and aid the high-level business process design efforts with assistance of the stakeholders and end-user.
• Experience supporting client accounting and reporting, or other applicable financial industry experience.
• Demonstrated strong focus on execution and delivery with ability to make recommendations and mitigate timeline risks.
• Demonstrated work planning experience.
• Continued high level of confidentiality needed.
• Being able to prioritize tasks and pivot as needed.
• Proficiency in Office 365
• Self-starter, resourceful, (independently seeks and finds resources, information, knowledge and/or tools to complete tasks as needed)

Preferred Qualifications -

• Experience in an administrative or executive support role.
• Strong organizational, time management, and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with office administration, data management, and basic accounting practices.
• Familiarity with the HealthTech industry or a willingness to learn.

Salary Information:

In compliance with the NJ Pay Transparency law, the annual salary range for this position is $65,000.00 to $85,000.00 (USD). NJII considers factors like, but not limited to, job scope, experience, education, skills, internal equity, and market conditions when making offers. This pay range covers base pay only and excludes bonuses or other incentives.

NJII provides a comprehensive package of benefits to their full-time employees which includes Medical, Dental, Vision, 401(k) with Employer Match, FSA and HSA. We also provide Company Paid Group Term Life Insurance, AD&D and LTD. In addition, we offer a hybrid work model with an expectation for this role to work a minimum of 2 days weekly onsite at our Newark, NJ office.

Final candidates will be subject to a background screening. Employment or continued employment is contingent upon NJII's acceptance of the results of the background screening.