Secretary II, Social Services

University Hospital; Newark (NJ); On-site; USD 36,974 - 38,793; Full time

Benefits offered by this job

Vacation Accrued Time

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

Job summary

University Hospital in Newark is seeking a Secretary II to provide comprehensive administrative support to the Department of Care Coordination. This role is crucial for managing office operations and ensuring efficient communication.

The ideal candidate will have a secretarial studies background and experience in administrative roles, contributing to patient-centered care in a dynamic medical environment.

Qualifications

• Graduation from an accredited secretarial studies program plus three (3) years of full-time secretarial experience.
• Proficiency in typing and Microsoft applications (Word, Excel, PowerPoint) is required.
• Additional experience or college credits may substitute for formal education.

Responsibilities

• Provide comprehensive administrative support to the Department of Care Coordination.
• Manage office operations and maintain departmental records.
• Communicate effectively with internal and external stakeholders.

Skills

Typing proficiency

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Education

Secretarial studies program

Bachelor's degree (substitutable)

Job description

About The Role

The primary purpose of the Secretary II position is to provide comprehensive administrative and secretarial support to the Department of Care Coordination. The incumbent is responsible for managing office operations, maintaining departmental records, and facilitating communication across internal and external stakeholders.

This position supports the mission of University Hospital by ensuring efficient and organized workflow in support of patient‑centered care.

Responsibilities

• Service provided is patient centered. Actively contributes to creating a friendly, welcoming, and safe environment for UH customers. Communicates clearly to ensure understanding.
• Responds to complaints and concerns by resolving issues immediately whenever possible. Organizes work process to accommodate customer needs, including internal customers and co‑workers.
• Meets or exceeds customer expectations for service. Acts as a role model for Service Excellence. Maintains professional composure in the workplace.
• Works effectively with team to ensure customer service scores for work area meet/exceed targets. Demonstrates respect for patient rights.
• Performs general secretarial duties including typing, filing, photocopying, and document preparation. Maintains confidential departmental files, including personnel records, correspondence, and operational documents. Prepares payroll timesheets and tracks staff attendance.
• Monitors staff compliance with mandatory education, health requirements, and licensure renewals. Coordinates internal communications, manages department calendars, and arranges meetings including scheduling, agenda preparation, and minute‑taking.
• Orders and maintains inventory of departmental supplies, including office materials, lab coats, and business cards.
• Acts as liaison with University Hospital departments such as Payroll, Maintenance, and Human Resources. Manages daily discharge communications to contracted insurers.
• Coordinates delivery and processing of regulatory forms, including Medicare Outpatient Observation Notices, NJ OBS forms, and UH Code 44 documentation.
• Oversees the Livanta Discharge Appeal process in accordance with guidelines. Assists with maintenance of department databases, educational materials, contact grids, and shared drives. Fields incoming calls to the Care Coordination department and routes them appropriately.
• Coordinates and manages AMION schedules and Workforce Management updates. Facilitates medical transportation for discharged inpatients and arranges appropriate services in collaboration with the care team.
• Manages departmental invoices, letters of agreement, and coordinates the invoice process for contracted ambulance services.
• Coordinates maintenance of office equipment and ensures timely service.
• Understands and adheres to University Hospital’s compliance standards as they appear in University Hospital's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Keeps abreast of all pertinent federal, state and University Hospital regulations, laws, and policies as they presently exist and as they change or are modified. Performs other related duties as assigned.

Qualifications

• Graduation from an accredited program in secretarial studies plus three (3) years of full‑time secretarial experience. An additional year of experience is required in lieu of the secretarial program.
• Proficiency in typing and Microsoft Word, Excel and PowerPoint are required.
• College credits may be substituted on a year‑for‑year basis for secretarial college. A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience.

Benefits

• Vacation Accrued Time
• 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 (NJ Job Transparency Law)

I n compliance with New Jersey’s Pay Transparency Act, the hourly range for this position is $26.84–$28.16.

University Hospital considers multiple factors when determining compensation, including (but not limited to) the scope and responsibilities of the position, the candidate’s relevant work experience, education and training, key skills, internal equity, market data, and organizational needs.

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.