Administrative Assistant II, School of Medicine (SOM)

Administrative Assistant II

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.

A day in the life of an Administrative Assistant II at Hackensack Meridian Health includes :

• Provide primary administrative support to the Department Leader / Chair / Dean including but not limited to telephone and guest reception, printing, faxing, copying, filing, bulk mailing as well as mailing packages, letters, etc., reviewing and / or organizing emails and other address directories, coordinates, plans and schedules in-person and remote meetings including meeting locations, dates, conference and / or Google Meet / Zoom lines, preparing and distributing agendas, handouts, food as needed, and any related arrangements. Record and archive meetings, take notes and minutes and distribute them.
• Provide calendar management support as requested by the Leader in addition to 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 to include administrative support, reviewing reports, and assisting with planning as directed by the Leader.
• 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 :

Education, Knowledge, Skills and Abilities Preferred :

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!

Compensation : Minimum rate of $29.10 Hourly HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to :

Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours / week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.

HACKENSACK MERIDIAN HEALTH (HMH) IS AN EQUAL OPPORTUNITY EMPLOYER

All qualified applicants will receive consideration for employment without regard to age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, pregnancy, breastfeeding, genetic information, refusal to submit to a genetic test or make available to an employer the results of a genetic test, atypical hereditary cellular or blood trait, national origin, nationality, ancestry, disability, marital status, liability for military service, or status as a protected veteran.

Our Network

Hackensack Meridian Health (HMH) is a Mandatory Influenza Vaccination Facility

As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.