Department Secretary
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Secretary
Location 08534, Pennington, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24

Position #: 1776

Performs administrative and Clerical and Administrative activities within established guidelines to support department operations. Provides secretarial support to facilitate smooth operation of the department. Coordinates workflow to ensure operation within the department.


Maintains calendars for Department Head with accuracy, updating as changes occur. Schedules meetings and coordinates meeting arrangements, including facilities, catering, and Transportation and Logistics assuring smooth functioning of events and takes minutes as needed. Makes travel arrangements as required.
Maintains, on a timely and accurate basis, records and databases of information specific to the department, often of a highly confidential nature. Maintains confidential personnel files for department staff, processes time sheets and tracks PTO in accordance with policy and procedure, serves as liaison with Payroll and Human Resources.
Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff. Processes timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures. Distributes accurately patient reports on a daily basis.
Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs formats and lays out presentations and documents as needed, using basic and intermediate features of Microsoft Office applications including Word, Excel, Outlook, and Power Point.
Reviews, determines appropriate disposition of, and responds to mail, faxes, email in a timely manner. Performs a variety of Clerical and Administrative tasks including monitoring and ordering office supplies, making copies, and sending and receiving faxes as required.
Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Maintains existing databases in standard and specialized database applications. May conduct research on the internet.
Serves as liaison and works closely with other departments as needed to ensure consistent provision of services and to resolve problems as needed.
Participates in office renovation, space allocation, and office moves, coordinating Information Systems, Telecommunications, Facilities, and Maintenance, and other support services as needed.
Prepares patient charts, oversees department scheduling, facilitates add-on patient scheduling and confirms appointments daily as needed.
Serves as a point of contact for visitors and callers in department as required. Answers and screens telephone calls and takes accurate messages. Responds to inquiries from callers or refers to appropriate department staff.
Seeks opportunities to complete unassigned work based on observation. Provides support to other departments when needed.
Performs other duties as assigned.

High school diploma or GED.
Three years of Clerical and Administrative, secretarial, office, or administrative experience.
Broad knowledge of administrative and Clerical and Administrative functions.
Proficiency in Microsoft Office including Word, Excel, Outlook, and Power Point required. Familiarity with basic internet searching and browsing.
Excellent organizational and interpersonal skills. Possesses a friendly and customer-focused demeanor. Manages prioritizing tasks based on urgency and department needs.

Frequent physical demands include: Sitting, Keyboard use/repetitive motion, Talk or Hear

Occasional physical demands include: Standing, Walking, Carry objects, Push/Pull, Twisting, Bending, Reaching forward, Reaching overhead, Squat/kneel/crawl, Wrist position deviation, Pinching/fine motor activities.

Continuous physical demands include:

Lifting Floor to Waist 15 lbs. Lifting Waist Level and Above 10 lbs.

Sensory Requirements include: Accurate Near Vision, Accurate Far Vision, Color Discrimination, Minimal Depth Perception, Moderate Hearing
Our Network:

Offers are contingent upon successful completion of our onboarding process and pre-employment physical. Capital Health will require all applicants (including contractors, travelers and consultants) to have an annual flu vaccine and to have a completed COVID-19 vaccine prior to start date, with the exception of individuals with medical and religious exemptions.

"Company will never ask candidates for social security numbers or date of birth during application phase. If you are asked for this information online, you may be a target for identity theft."