Administrative Assistant

Provides administrative, clerical and receptionist support for the Nursing Administration department.

Takes accurate minutes at meetings and transcribes in appropriate format.
• Maintains and coordinates calendars for department staff as requested.
• Maintains organized filing system so that others can locate needed documents. Keeps files up to date by filing all correspondence and documents in a timely manner.
• Accurately processes all computer data (enters and retrieves data, compiles appropriate data for reports).
• Correctly prepares codes and submits invoices and check requests for payment.
• Maintains department records as required such as department service statistics, patient charges, vendor information and pricing, employee leave and worked time records, in-services, etc.
• Maintains accurate and up-to-date records. Prepares clear and accurate reports as requested.
• Maintains logs as required.
• Accurately processes paperwork relating to patient expirations, private duty nursing and specialty bed requests.
• Accurately maintains "Private Duty" and "Nursing Licensure" logs.
• Processes all paperwork on a timely basis, retaining appropriate copies for files.
• Is aware of System, facility, and department policies and procedures in order to handle routine inquiries.
• Handles incoming phone calls made to the department and handles routine requests for service or information. Takes messages and directs calls to the appropriate person.
• Performs clerical duties. Drafts documents as requested. Proofreads all typed materials and makes corrections where necessary.
• Drafts correspondence and other documents as requested for review by supervisor.
• Prepares documents meeting supervisor's deadlines.
• Opens and date stamps incoming mail promptly upon receipt. Distributes mail to proper person within department.
• Maintains inventory of office supplies by remaining aware of the level of supplies as they are depleted and replenishes as appropriate.

• Compiles demographics, credentials, and requirements for Magnet. Enters data into Magnet website. Provides reports to Professional Development and Nurse Managers related to Magnet. Responsible to ensure Magnet Re-Designation is accurate and timely.

• Coordinates assignments for Nursing Office volunteer.

• Responsible for Hospice Kit project, including ordering supplies and kit assembly.

• Assist Stroke Coordinator with data collection and entry.

• Maintains current downtime forms in the Nursing Portal and CentraNet. Ensures most recent forms are available on the nursing units.

• Coordinates information for Scope of Care and Hospital Committee Report annually. Updates information and distributes final report to appropriate managers.

• Coordinates Nursing Leadership Retreat, including catering, decorating, required AV equipment, presentations, and assembling handout materials.

• Orders office supplies, as needed.

• High School graduate or equivalency with additional training in secretarial skills.
• Minimum of five years secretarial experience, preferably in health care.
• Ability to type a minimum of 50 wpm.
• Shorthand or speed writing skills necessary in order to take minutes at meetings.
• Computer experience including advanced word processing, spreadsheets, presentations, organizational charts, and database management.
• Ability to use standard office machines including copiers, multi-line phones and facsimile machines.
• Strong writing ability with a working knowledge of proper grammar, spelling, punctuation and sentence structure.
• Knowledge of business math.
• Ability to handle multiple priorities and work independently with limited guidance required.
• Strong professional, organizational, and interpersonal skills to effectively relate with all members of the healthcare team.

CentraState Healthcare System, a partner of Atlantic Health System, is a fully accredited, not-for-profit, community-based health system that provides comprehensive health services in the central New Jersey region. In addition to offering a full range of leading-edge diagnostic and treatment options, CentraState serves as a valuable health partner focused on the latest ways to prevent disease, promote healthy behaviors, and help people of all ages live life well. Based in Freehold, CentraState is comprised of a 284-bed acute-care hospital, a vibrant health and wellness campus, two award-winning senior living communities, a charitable foundation, and convenient satellite health pavilions offering primary care and specialty physician practices, along with access to outpatient services, such as lab and physical therapy. The system also offers a family medicine residency and geriatric fellowship training program in affiliation with Rutgers Robert Wood Johnson Medical School. Among its many honors and accreditations, CentraState is one of less than two percent of hospitals nationwide to earn Magnet designation for nursing excellence four times and was designated a Great Place to Work-Certified Company by Great Place to Work for the fourth consecutive year.

When you bring your talent to CentraState, you are joining a trailblazing healthcare facility, committed to providing high-quality, patient-focused care. Join us in making incredible strides in health care, and making a difference in our community. We believe in enriching the lives of our employees through work/life balance initiatives, tuition assistance, career advancement opportunities and much more.

Find out why our employees love their jobs and being part of the CentraState family!

What We Offer:

• Highly competitive compensation
• Excellent benefits package and rewards program
• 403(b) retirement plan with company match
• 401(a) retirement plan with employer contribution
• Life Insurance
• Tuition Reimbursement Program
• Growth Opportunity and Workforce Development Initiatives
• Continuing Education / Onsite Training
• A warm, welcoming company culture based upon mutual respect and a collaborative goal of providing excellent patient care
• Concierge Services with Work & Family Benefits
• Magnet recognized healthcare facility