Administrative Assistant II, School of Medicine

Administrative Assistant II, School of Medicine

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Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.
We keep getting better, advancing our mission to transform healthcare and serve as a leader of positive change.

The Administrative Assistant II position in the Hackensack Meridian School of Medicine provides high-level support to the Department Leader(s) with a wide range of administrative and general office support. In this role, it is critical that the ideal candidate demonstrate the ability to be a team player, to be proactive and be willing to take initiative to support the goals of the department while displaying courteous and professional behavior.

• Provide primary administrative support to the Department Leader/Chair/Dean including telephone, guest reception, printing, faxing, copying, filing, bulk mailing, and mailing packages and letters, reviewing and organizing emails and address directories, coordinating, planning and scheduling in-person and remote meetings (meeting locations, dates, conference and/or Google Meet/Zoom lines), preparing and distributing agendas, handouts, and food as needed, and any related arrangements. Record and archive meetings, take notes and minutes and distribute them.
• Assist with calendar management support as requested by the Leader and typing and composing correspondence for signature.
• Provide courteous front line introduction and assistance to callers, visitors, etc., to the HMSOM including problem solving with respect to calls and visitors. A variety of complex questions will need to be answered with tact and diplomacy.
• Assure compliance with HMH policies with respect to travel arrangements, purchasing, accounts payable, expense reimbursement, etc.
• Organize and coordinate travel arrangements according to HMH Policy.
• Prepare reports/forms, purchase orders, travel authorizations and other disbursement requests.
• Track and manage budgets and purchasing/accounts payable.
• Organize and prepare training materials; communicate with internal / external trainers, volunteers (when present), and attendees regarding training sessions and/or meetings; document and distribute evaluation materials and action items for follow up.
• Assist the Dept. Leader with the planning and coordination of key department projects/priorities and events including administrative support, reviewing reports, and assisting with planning as directed.
• Investigate, organize and input pertinent information into constituent management software.
• Perform other duties and/or projects as assigned.
• Adhere to HMH Organizational competencies and standards of behavior.

Education,

Knowledge, Skills and Abilities Required:

• Bachelor’s Degree or significant work experience equivalent to a minimum of 5 years of work experience as an Administrative Assistant or Coordinator-type work in a medical or higher education facility.
• Significant experience providing executive-level support in a university/college setting.
• Excellent organizational and time management skills.
• Must be able to demonstrate exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.
• Ability to work in a fast-paced environment, think independently and problem solve, yet work within the general guidelines established by the Leader.
• Excellent client service skills with the ability to understand perspectives of a multi-faceted team.
• Maintaining the highest standards of confidentiality where applicable.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Education, Knowledge,

Skills And Abilities

Preferred

• Master’s Degree.
• 5 years of…