Administrative Assistant

at  RWJBarnabas Health

Req #: 0000183981
Category: Clerical / Administrative Support
Status: Part-Time
Shift: Day
Facility: RWJ New Brunswick
Department: APP Administration

QUALIFICATIONS:

Required:

• High school diploma
• 2-3+ years administrative secretarial experience required preferable in healthcare setting
• Detailed knowledge and experience in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.)
• Excellent communication skills, ability to meet deadlines and facilitate multiple complex calendars and projects
• Strong anticipation skills and forward thinking, excellent communication skills
• Able to interact at all levels with internal and external personnel

Preferred:

• Bachelor s Degree
• Experience with MS365 and MS Teams preferred

SCHEDULING REQUIREMENTS:

• Day Shift- Part-Time
• Two variable 8-hr weekday workdays (per) week with no weekends and no holidays. The expected working hours are 8:30am-5pm

ESSENTIAL FUNCTIONS:

• Responsible for the technical and administrative support of all functions of the APP Administration office. These functions include, but are not limited to, answering incoming telephone calls, scanning/indexing of documentation in electronic filing system, handling incoming and outgoing mail, ordering office supplies and responding to requests from external agents
• Administrative support for APP Leads within the APP Administration Departments. Ability to perform a variety of complex task assignments, have the independent judgment required to complete assignments, and level of responsibility, technical knowledge and confidential support required
• Maintain and update detailed records, files, lists, and logs utilizing computerized and manual recordkeeping systems. Assist with the completion and management of departmental forms, licensures collection, procedures and policies. Stay current with proper branding guidelines
• Manage and organize multiple departmental schedules that include arranging departmental meetings, appointments, and seminars, including but not limited to; Fundamental Critical Care Support Course (FCCS), Ultrasound Course, APP Annual Celebration and aiding in management and coordination of data for the RWJBH APP Collaborative. This also includes booking of rooms, arranging catering, room set up, and other needs as assigned
• Facilitate the administrative aspects of various interdepartmental and interagency matters (i.e. APP collaborative steering and executive committee, FCCS, Point of Care Ultrasound, APP Didactics and APP Symposium facilitation)
• Schedule interviews and meetings for APP leadership team. Take accurate meeting minutes for review and distribution
• Responsible for the technical and administrative support of all functions of the office of APP Administration
• Facilitate Physician Assistant (PA) student clearance
• Work with security, volunteer services, Nursing, and IT to provide security clearance and computer access to rotating PA students
• Collect, verify, and maintain PA student s information following criteria to approve clearance for rotation
• Meeting all standards, requirements, and functions of an administrative assistant. Liaison between APP Administration and ancillary departments within RWJUH and the RWJBH system. Enter tickets for Information Technology, Telecommunications, Engineering, and other needs as assigned

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.