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Senior Administrative Coordinator
2 months ago
Position Summary:
Responsible for executing a range of intricate administrative tasks for multiple Vice Presidents across various divisions.
This role necessitates an extensive understanding of organizational policies and procedures, along with the capacity to make autonomous decisions regarding administrative matters as they arise. The individual must effectively engage with high-level personnel, both within and outside the organization.
Qualifications:
Essential:
High School diploma with supplementary business or secretarial training or equivalent experience.
Three to five years of administrative experience at the executive level
Typing speed of 50 to 65 wpm is mandatory
Proficiency in computer applications is required
Ability to handle sensitive and confidential information with discretion
Strong communication and collaboration skills with diverse individuals
Capability to establish and uphold strict schedules while remaining adaptable to fluctuating workloads
Proficient in drafting independent correspondence, reports, and memos
Work Schedule:
Day Shift
8am to 4:30pm
Full-Time
Key Responsibilities:
Maintains ongoing communication with internal departments. Directs any feedback or significant information to the Vice President(s)
Processes incoming mail, highlighting important documents and communications that require immediate attention
Prepares and verifies time cards for payroll accuracy
Provides backup support in the executive office as needed
Types and revises both general and confidential correspondence, contracts, proposals, reports, and other documents for the Vice President(s) and associated committees, utilizing personal knowledge, draft materials, or dictation.
Confidential information is safeguarded unless authorized by the Vice President(s). Final documents must be error-free and professionally presented.Completes special assignments for the Vice President(s), affiliates, consultants, Board of Directors, or other department heads in a timely and professional manner, adhering to established guidelines and deadlines.
Effective time management skills are employed to ensure that tasks are accomplished without compromising daily responsibilities.Coordinates the Vice President(s)' schedules, arranging appointments, maintaining calendars, and updating daily as necessary, ensuring that:
Appointments are accurately scheduled, canceled, and rescheduled
A concise daily schedule is prepared with relevant materials attached for review
Supporting documents for meetings are prepared and distributed in advance for adequate preparation. Creates PowerPoint presentations as needed.
Exhibits flexibility and initiative in the role, demonstrated by:
Willingness to undertake additional tasks or extend working hours when required to facilitate project completion.
Organizes comprehensive travel arrangements for conferences, speaking engagements, seminars, and business meetings by:
Securing travel logistics, hotel bookings, registration fees, and reimbursements
Arranging necessary audio-visual equipment and materials for distribution.
Keeps detailed records and expense logs for all travel undertaken.
Implements an efficient filing system, maintaining records such as reports, contracts, correspondence, and other essential documents to ensure smooth office operations, ensuring that:
Files are meticulously organized and up-to-date for all correspondence of the Vice President(s)
Information retrieval is efficient and secure.
Handles telephone communications professionally, ensuring positive interactions with all stakeholders.
Additional Responsibilities:
This job description is not intended to be an exhaustive list of all duties, responsibilities, and activities required of the employee. Responsibilities may evolve over time with or without notice.
Benefits and Advantages:
At RWJBarnabas Health, we offer a competitive Total Rewards package that includes comprehensive benefits and resources to support our employees' physical, emotional, social, and financial well-being.
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 committed to providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering an exceptional work experience to every team member.
We value the opportunity to create and sustain healthier communities, one individual and one community at a time.
As New Jersey's leading academic health system, we are dedicated to advancing innovative strategies in high-quality patient care, education, and research to address both clinical and social determinants of health.
RWJBarnabas Health strives to make a significant impact in local communities throughout New Jersey.From enhancing the health of local residents to fostering educational and career opportunities, this dual approach greatly benefits the state.
We recognize the evolving needs of New Jersey residents, whether it involves improving care coordination for complex health conditions or enhancing community health through local initiatives and education.
RWJBarnabas Health is an