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Administrative Assistant - Temporary

Company: RWJ Barnabas Health
Location: West Orange
Posted on: November 16, 2021

Job Description:

The Temporary Administrative Assistant will assist in the coordination and the flow of communications into and out of the Facilities Department in order to help manage the office operations and to provide administrative and secretarial support to the Senior Management of the Facilities Department.

Essential Functions:

  • Acting as the administrative point of contact between the executives and internal/external clients/vendors
  • Ability to take meeting minutes expeditiously on a laptop in real time.
  • Must have the ability to effectively Multi-task, Prioritize and take the initiative.
  • Ability of trouble-shoot and problem solve.
  • Proven ability to work in fast paced environment requiring the need to be highly organized and change course immediately while maintaining a positive attitude and strong work ethic.
  • Create PeopleSoft Requisitions for Project Managers /invoices for requisitions and follow up of payment.
  • Familiarity with hospital construction and facilities operations a plus
  • Strata Upload documents, Capital Budget Sheets, enter new users
  • Export Reports from Strata for Capital Information
  • Confirm Strata is integrated with PeopleSoft on some of the entries
  • Enter Capital into Strata requests for RWJ Barnabas Health
  • Investigate the monies left in POs for invoice purposes
  • Invoices for Capital (POs/Follow Up on Invoice status/check requests)- resolve discrepancies
  • Handle telephone inquiries/messages
  • Responsible for maintaining daily calendar, create and coordinate meetings/documentation.
  • Assist in filing project manager paperwork, if workload permits
  • Any requests from SVP of Facilities
    Job Requirements:
    • High School Diploma or GED equivalent required within one (1) year of hire. Post-secondary courses in business or secretarial school desirable
    • Candidates who do not possess a High School Diploma or GED equivalent will be provided the opportunity to enroll in a GED/HSEA program at time of hire as a condition of employment. A hired candidate will be provided one (1) year from date of hire to successfully complete a GED program and obtain their HSEA.
    • RWJBarnabas Health is committed to our communities and the members we serve. RWJBH understands that in order to create strong, healthy, and sustainable communities, we have to re-engineer and transform current systems. Providing educational support and resources contributes to our overall social impact mission and community investment efforts.
      • At least two years of administrative and secretarial experience in office setting within a large institution
      • Direct knowledge of hospital procedures preferable
      • Excellent administrative skills including: written and verbal communications skills
      • Strong interpersonal relations
      • Knowledge of computers required; Microsoft Word, Access, Outlook, Excel,& PowerPoint
      • Typing speed 60-80 wpm, preferred
        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.

        RWJBarnabas Health is an Equal Opportunity Employer

Keywords: RWJ Barnabas Health, West Orange , Administrative Assistant - Temporary, Administration, Clerical , West Orange, New Jersey

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