Administrative Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08619, Trenton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/07/23
Children s Specialized Hospital is the nation s leading provider of inpatient and outpatient care for children from birth to 21 years of age facing special health challenges from chronic illnesses and complex physical disabilities like brain and spinal cord injuries, to developmental and behavioral issues like autism and mental health.
Children's Specialized Hospital is now in its third century of caring for those in need. Our Boards of Trustees, physicians, therapists, nurses, staff, volunteers, and donors remain dedicated to the very ideals of the Hospital's founders and committed to providing the best care possible so that every child who seeks our help reaches their fullest potential.
At 16 different New Jersey locations, our pediatric specialists partner with families to make our many innovative therapies and medical treatments more personalized and effective...so children can achieve more of their goals.


Job Summary




Performs a variety of administrative and secretarial functions for the Directors of Outpatient Operations.




Essential Job Functions






Completes system access request for new employees when needed; Assists with onboarding new employees in absence of supervisor or site lead


Assists with general site and department orientation; maintains required documentation to HR and Education manuals


Coordinates Director's calendars. Notify of appointment schedule. Plans, organizes and prepares materials in support of Director's daily activities. Schedule meetings and arrange for rooms.


Coordinates meeting agendas, takes minutes and disseminates information to key stakeholders


Ownership of operational processes across all sites for consistency


Supports regulatory for on-site postings, environment of care, and building cleanliness


Maintains Plan of Care process, provide continued education, and covers as needed


Assists with obtaining and organizing data as requested


Assists with ordering of supplies, maintains budgeting spreadsheets, provides information as requested to directors in terms of spending


Completes work orders as requested; monitors completion


Reviews and disseminate Press Ganey surveys to teams


Answer telephone, screen calls, take messages and provide information according to established policies. Respond to calls and. visits from staff, patients, families and public. Deals discreetly with sensitive, confidential information. Assists with construction and expansion projects Handle incoming and outgoing mail. Open, sort and prioritize. Answer routine inquires. Coordinates assigned projects, including monitoring, following-up and communicating with all related parties. Establish office systems, maintains files


Completes tasks and provides coverage as required.






Formal Education and Job-Related Experience





High school diploma required; associates degree or higher strongly preferred.
Advanced training in Microsoft programs highly preferred. Experience with Microsoft office suite and electronic EMR preferred.
Strong organizational skills and ability to work independently.
Good verbal and written English communication skills.
Tact and courtesy in dealing with others.
Ability to maintain confidentiality of information.





Certification




n/a




License




n/a




Job Specific Contacts




Continual contacts with all levels of staff, patients, families, visitors and members of the community.




Physical Demands




Typical Office Environment




Working Environment - Additional Comments




Required to travel to multiple sites.




Job Provides Direction To




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