Executive Assistant, School of Medicine


HACKENSACK MERIDIAN SCHOOL OF MEDICINE (HMSOM) Nutley Requisition # 2022-122926 ShiftDay StatusFull Time with Benefits Weekend WorkNo Weekends Required HolidaysNo Holidays Required On CallNo On-Call Required Shift Hours8:30 a.m. - 5:00 p.m. Address123 Metro Blvd, Nutley, 07110

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Overview

How have you impacted someone's life today? At Hackensack Meridian Health our teams are focused on changing the lives of our patients by providing the highest level of care each and every day. From our hospitals, rehab centers and occupational health teams to our long-term care centers and at-home care capabilities, our complete spectrum of services will allow you to apply your skills in multiple settings while building your career, all within New Jersey's premier healthcare system.

The Executive Assistant, SOM will work directly with the Dean to support all aspects of their daily work routine and manage the daily complex operations of the Academic Affairs/Health Sciences Division of SOM. This role assures compliance with HMH policies and procedures. This role assists with planning, coordinating and evaluation of short- and long-term goals of the Office of the Dean. This role serves as a planning and resource person to the Chairs ), Program Directors and support staff. This role serves as principal liaison and administrative contact between the Office of the Dean, other health system offices and key external stakeholders. This role coordinates the Office of the Dean staff meetings, events and special projects.

Responsibilities

A day in the life of a Executive Assistant, SOM at Hackensack Meridian Health includes:

  • Schedules appointments, meetings or conferences for departmental personnel utilizing interdepartmental and/or hospital wide computerized scheduling systems.
  • Prioritizes calls through screening process, transfers calls, records messages, and delivers to appropriate personnel.
  • Coordinates special projects as instructed, composes memos, transcribes notes, and researches and creates presentations.
  • Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports.
  • Prepares and files routine and advanced correspondence including letters, memoranda, and reports.
  • May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
  • Reviews and distributes daily mail correspondence to appropriate personnel.
  • Orders office supplies and maintains inventory.
  • Maintains up-to-date departmental manuals and files.
  • May assist with compiling and developing the annual budget.
  • Responsible for confidential and time sensitive material.
  • Relies on experience and judgment to plan and accomplish goals.
  • Negotiate complex interactions internal and external among the HMH health system, Board of Governors, community stakeholders, and accreditors.
  • Serves as the first point of contact in the Dean's office and the principal liaison between the Dean, other School administrators, staff, faculty, students, community stakeholders, and the public, to ensure the projects' goals are understood, executed, achieved and communicated back to the Dean.
  • Assists with planning, coordinating, communication and evaluation of short and long term goals.
  • Reports back to the Dean on any major updates and provides a daily briefing to the Dean.
  • Serves as a planning and resource person to the Program Directors, and support staff.
  • Transcribes source material, and prepares complex documents.
  • Coordinates senior administrative and academic searches.
  • Coordinates SOM events specific to the Office of the Dean.
  • Other duties and/or projects as assigned.
  • Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

  • GED or equivalent.
  • Minimum of 10 years' experience in a related field
  • Minimum of 2 years' experience working for a top level executive.
  • Ability to demonstrate exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.
  • Strong analytical and problem solving skills are required.
  • Must be extremely detail oriented in approaching assigned tasks.
  • Ability to manage multiple projects and/or tasks involving multiple components and individuals, and set short- and long-term goals and manage/oversee these projects to completion.
  • Must demonstrate the ability to organize and prioritize work flow.
  • Ability to work with minimal supervision and exercise independent judgment.
  • High tolerance for working under stress of deadlines.
  • Must possess well developed senses of judgment and discretion to deal appropriately with confidential information.
  • Excellent written and verbal communication skills.
  • Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

 

Education, Knowledge, Skills and Abilities Preferred:

  • Master's degree.

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

Our Network

Hackensack Meridian Health (HMH) is a Mandatory COVID-19 and Influenza Vaccination Facility

As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.