Administrative Assistant II, School of Medicine (SOM)

Overview:
Responsibilities:

• 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.

Qualifications:

• Bachelor's Degree or significant work experience equivalent to a minimum of 5 years of work experience as an Administrative Assistant or Coordinator-type work in a medical or higher education facility.
• Significant experience providing executive-level support in a university/college setting.
• Excellent organizational and time management skills.
• Must be able to demonstrate exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.
• Ability to work in a fast-paced environment, think independently and problem solve, yet work within the general guidelines established by the Leader.
• Excellent client service skills with the ability to understand perspectives of a multi-faceted team.
• Maintaining the highest standards of confidentiality where applicable.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

• Master's Degree.
• 5 years of relevant work experience in a growing, dynamic environment supporting a large team of professionals.
• Experience with the Google Suite of software.
• Understanding of medical school operations is a plus.

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

Starting Minimum Rate: Minimum rate of $29.10 Hourly Job Posting Disclosure: 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: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. 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.