Administrative Assistant

Job Overview:

Administrative Assistant (AA) is responsible for the day-to-day administration of the business office and functions for the Supply Chain division. They will support the Supply Chain leadership team along with departmental support as required. The AA will need to work independently while adhering to all timelines and deadlines.

Qualifications:

Required:

• HS diploma or GED required.
• Strong computer skills including highly proficient in the below;
  • Microsoft Word-able to create, edit, proof, and format documents and correspondence.
  • Microsoft Excel-able to create basic to moderate spreadsheets for tracking.
  • Microsoft PowerPoint-able to create, edit, format presentations including synthesis of information.
  • Microsoft Outlook-Able to schedule meetings and resources.
  • Microsoft Visio-Able to create flow and organization charts.
  • Video conference set-up meetings.

Scheduling Requirements:

• Full-time, Day

Essential Functions:

• Serve as primary contact for Oceanport Supply Chain including
  • Monitor and respond to main phone and softphones
  • General office maintenance and office equipment
  • Ordering of supplies and management of equipment for office
  • Manage interoffice and outside mail and shipments
  • Copy, File, Scan documents as required
  • Coordinate record storage
  • Payroll and Time and Attendance support and prep
  • Recording rebates
  • Obtaining and tracking Certificates of Insurance
  • Maintain Net Learning for the support groups
  • Share drive documents maintenance and distribution
• Manage activities for six or more executives within Supply Chain including
  • Meeting scheduling and setup
  • Conference coordination
  • Room scheduling
  • Conference lines
  • Expense reports
  • Travel
  • Correspondence
  • Video and audio set-up and support for meetings
• Manage meetings including
  • Agendas
  • Minutes
  • Room setup
  • AV requirements
  • Food/Supplies
  • Other Responsibilities
• Serve and communication intermediary between hospitals and corporate to coordinate meetings, activities, and requests
  • Assist with credit applications for hospital facilities
  • Send out daily, weekly, and monthly routine reports
  • Coordinate activities related to audits
  • Manage interactions with external parties working with RWJBarnabas Health

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer