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Administrative Assistant - Rutgers Dept of Oncology (FT)

Company: RWJBarnabas Health
Location: New Brunswick
Posted on: January 12, 2020

Job Description:

Job Summary:

The Administrative Assistant will provide high-quality administrative and project support to the Vice Present and other members of the senior leadership team of the Department of Oncology and will be responsible for performing a number of high level office administration duties. S/he will analyze administrative operations and strategies in order to suggest and implement improved work methods and systems. The Administrative Assistant will oversee and coordinate all of the offices administrative activities including, but not limited to, organizing meetings, creating presentations and managing databases. The Administrative Assistant must be proactive, meet deadlines and communicate effectively. Furthermore, s/he must be able to anticipate and address the needs of the Oncology Leadership team and their clients and perform administrative tasks to ensure the department s workflow runs smoothly. The Administrative Assistant must possess strong initiative and independent judgment with frequent access to confidential and highly complex information. The ability to interact effectively with all levels of employees, clients and vendors is a key element of this position.

Essential Functions:

  • Coordinate executive communications, including taking calls, greeting visitors, responding to emails, managing calendars, and interfacing with internal and external customers
  • Prepare internal and external documents (presentations, reports, spreadsheets, letters, etc.) as needed
  • Manage complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars determine importance of meeting requests and schedules accordingly.
  • Coordinate staff meetings, conferences and other meetings as necessary.
  • Arrange travel and all accommodations including comprehensive and detailed itineraries.
  • Manage meeting room and required equipment needed based on meeting purpose and type.
  • Partner with key stakeholders to maintain office policies as necessary.
  • Organize office operations and procedures and maintain an organized system of paper and electronic documents
  • Maintain department organization charts, phone lists, and reporting relationship tools.
  • Participate actively in the planning and execution of department/organizational events
  • Uphold a strict level of confidentiality
  • Research and analyze data to prepare documents for review and presentation
  • Help prepare for meetings
  • Read and analyze incoming memos, submissions, and distributing them as needed
  • Perform office duties that include ordering supplies, managing a records database, and timekeeping
    Job Requirements:
    • Proven experience (minimally 2- 3 years) in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
    • Well organized, flexible and prefers the administrative challenges of supporting an office of diverse teams.
    • Associate s degree in Business of related field required Bachelor s degree preferred.
    • Knowledge of office procedures.
    • Solid experience with office management systems and MS Office.
    • Familiarity with online calendars and cloud systems.
    • Experience using various types of office equipment.
    • Strong technical knowledge of hardware (personal computer, PC peripherals and copy machinery) and software (ie: MS Office/MS Outlook).
      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.

      We offer a great work environment, competitive rates and excellent benefits, including:
      • Medical/Dental/Vision plans
      • 401 (k)
      • Vacation/Personal/Holiday/Sick Time Off
      • Short & Long Term Disability
      • Basic Life & Accidental Death Insurance
      • Tuition Reimbursement
      • Health Care/Dependent Care Flexible Spending Accounts
        RWJBarnabas Health is the most comprehensive health care delivery system in New Jersey and the state s second largest private employer with more than 32,000 employees, 9,000 physicians and 1,000 residents and interns. The system includes eleven acute care hospitals, three acute care children s hospitals and a leading pediatric rehabilitation hospital (Children s Specialized Hospital).

Keywords: RWJBarnabas Health, New Brunswick , Administrative Assistant - Rutgers Dept of Oncology (FT), Healthcare , New Brunswick, New Jersey

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