Management Assistant

University Hospital; Newark (NJ); On-site; USD 57,000 - 82,000; Full time

Benefits offered by this job

Paid Time Off

Medical & Prescription Drug Coverage

Dental & Vision Insurance

Health Savings Account (HSA) & FSA

Disability Insurance

Pension Plan

Pet Insurance

Employee Assistance Program (EAP)

Professional Development

Job summary

University Hospital in Newark, NJ, seeks a Management Assistant to provide administrative and management support across divisions. The role coordinates office operations and serves as a liaison with multiple administrative offices.

Responsibilities include planning work, handling HR/payroll forms, budgeting, reporting, calendar management, travel arrangements and process improvements. A bachelor’s degree and one year of related experience are required.

Qualifications

• Bachelor’s degree in business, finance or related field required.
• Minimum one year of experience in analyzing financial and administrative practices.
• Equivalent experience, education or training may substitute for the education requirement.

Responsibilities

• Provide general administrative and management support across divisions.
• Coordinate office operations and liaise with units and administrative offices.
• Plan and schedule work to optimize staff and resources within budget.
• Handle personnel matters and HR/payroll-related forms and records.
• Maintain department records, calendars and travel arrangements.
• Prepare reports, charts and presentations; analyze data from various sources.
• Oversee procurement, forms like PO’s, check requests and travel reimbursements.
• Ensure compliance with policies and stay current with regulations.

Skills

Computer applications proficiency

Education

Bachelor’s Degree in Business Administration, Finance or related field

Job description

About The Role

The primary purpose of the Management Assistant position is to provide general administrative and management support within a division, department or office of University Hospital. Coordinates office operations and serves as liaison with various units and administrative offices throughout University Hospital.

Responsibilities

What You’ll Do

• Service provided is patient centered .
• Plans and schedules the work of department’s secretarial/administrative section to make maximum effective utilization of employees, equipment and materials within budgetary requirements.
• Responsible for personnel matters for the department/division; maintains time and attendance records, ensures timely completion of forms for Human Resources, Payroll, etc.
• Acts as principal liaison with various administrative departments and units within University Hospital. Responsible for timely follow-up of problems and questions, and maintains a log and documentation of same .
• Oversees the maintenance of department records and ensures that files and recordkeeping systems meet the needs of the department.
• Composes correspondence; creates and maintains databases and spreadsheets as required .
• Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that the expenditures are in accordance with allocation of funds. Responsible for PO’s, Check Requests, travel reimbursement, etc.
• Compiles and analyzes relevant data from a variety of sources for inclusion in reports or presentation materials. Responsible for preparing reports for presentation to various audiences. Prepares charts, graphs, or tables, as necessary.
• Maintains and oversees the department’s calendar. Handles travel and conference arrangements.
• Analyzes and organizes office procedures and workflow of the office and recommends improvement, as necessary.
• Expedites and coordinates services such as maintenance, repairs, office supplies, equipment and mail.
• Understands and adheres to UH compliance standards as they appear in UH’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all pertinent federal, state and UH regulations, laws, and policies as they presently exist and as they change or are modified.
• Performs all other related duties.

Qualifications

What You’ll Bring

• Bachelor’s Degree in Business Administration , Finance or a related field, plus one (1) year of experience involving the review, analysis and evaluation of financial, organizational and/or administrative practices in a business or government agency required . Must be proficient in computer applications as required by the department.
• Equivalent experience, education, and/or training may be substituted for the education requirement.

What We Offer

• Paid Time Off (PTO)
• Medical & Prescription Drug Coverage
• Dental & Vision Insurance
• Health Savings Account (HSA) & Flexible Spending Account (FSA)
• Short- & Long-Term Disability Insurance
• Pension Plan
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development

Compensation

The expected salary range for this position is $ 57,362 .00 – $ 81,714.00 per hour, in accordance with the New Jersey Pay Transparency Law ; final compensation will be commensurate with experience and qualifications.

About Us

University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.