Administrative Assistant - Hybrid

Job Title: Administrative Assistant

Location: System Business Office

Department Name: Purchasing

Req #: 0000220807

Status: Hourly

Shift: Day

Pay Range: $21.69 - $30.64 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The Administrative Assistant is responsible for providing comprehensive administrative support to the Supply Chain Division, including six executives and their respective departments. This position operates in a fast-paced, large-scale environment and requires a proactive, self-guided individual who is highly organized, resourceful, and able to manage multiple priorities independently. The role supports both in-person and hybrid operations out of Oceanport, New Jersey.

Qualifications:

Required:

• High School Diploma
• Demonstrated proficiency with Microsoft Office products, Word and Excel, with expert knowledge in Outlook. Training will not be provided
• Proficiency in scheduling and managing Zoom meetings
• Exceptional organizational and multitasking skills with strong attention to detail
• Ability to work independently, take initiative, and problem-solve without supervision
• Excellent written and verbal communication skills
• Positive and professional demeanor with the ability to handle sensitive information confidentially

Preferred:

• Experience supporting multiple executives or leaders in a large, complex organization
• Demonstrated ability to manage competing priorities in a dynamic, fast-paced environment
• Strong collaboration and interpersonal skills with a proactive, solutions-focused mindset

Scheduling Requirements:

• Full Time
• Shift working, 8:00am-4:00pm
• Days to work- Monday - Friday
• Hybrid work model: Minimum of three days in office; up to four
• 100% on-site during training until independence is demonstrated

Essential Functions:

• Provide executive-level administrative support to six or more Supply Chain leaders, including scheduling meetings, coordinating conference rooms, preparing agendas, and ensuring key participants are confirmed in advance
• Manage meeting logistics such as Zoom links, room setup, A/V requirements, ordering food, and preparing or distributing minutes and materials
• Serve as the primary point of contact for the Oceanport Supply Chain office-monitor and respond to phone and softphone lines, maintain office equipment, order supplies, manage mail, shipments, and general office organization
• Support employee onboarding by coordinating workspace setup, ensuring access to required software, equipment, and supplies
• Assist with timekeeping, payroll support, and coordination of time and attendance records
• Upload and maintain department learning assignments and records within the e-learning system
• Assist to obtain, track, and manage Certificates of Insurance and ensure documentation remains current
• Coordinate communication and activities between corporate and hospital sites, including distribution of monthly correspondence, reports, credit applications, W-9s, and tax exemption forms
• Participate in department initiatives, offering ideas and improvements that enhance efficiency and teamwork
• Maintain a positive and collaborative work environment and serve as a professional representative of the Supply Chain Division

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.

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees' physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
• ....and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey-whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer