Administrative Assistant-Healthcare

Morristown, New Jersey /
Administrative Support Staff /
Full-Time
Planned Parenthood of Northern, Central and Southern New Jersey, Inc. (PPNCSNJ) provides comprehensive reproductive and sexual health care, abortion services, education and information to women, men and teens at 17 health centers throughout 18 counties in New Jersey.

JOB SUMMARY
The Administrative Assistant Position provides essential administrative/clerical support to the Medical Services department by directly supporting the Senior Vice President of Medical Services, and others as needed.
 
ESSENTIAL FUNCTIONS:
 
The Administrative Assistant performs a wide range of duties, including, but not limited to the following:
 
Performs administrative/clerical tasks to meet the needs of the Medical Services staff and department.

Manages Outlook calendar for the Sr. Management of Medical Services and the Quality Risk department.

Supports SVP in scheduling for health center staffing and collaborates with center directors to ensure adequate clinic coverage for both scheduled and unscheduled time off requests. 

Assist in creating or establishing methods and techniques for evaluating and coordinating staff schedules.

Responsible for annual license renewals for clinics therefore attention to detail is critical.

Serves as primary contact in supporting archiving, retrieval and storage of patient records. 

Handles daily communications for the medical administration department which includes phone calls, e-mails and faxes

 Manages and communicates specific needs to Health Center Directors regarding clinic and lab licensures to ensure compliance with regulatory bodies.

Collaborates with HR and Scheduling team in onboarding of new medical staff hires.

Maintains positive relationships with all staff.  Provide ongoing support to Health Center directors to ensure follow-up and assistance as needed.

Serves as a liaison to external vendors including various medical vendors (pharmaceuticals, supplies, government agencies).

Partners with Center Director and medical staff to develop strategies to achieve organizational and site-specific objectives and productivity standards.

Works in collaboration with the agency Call Center to coordinate center hours and appointment templates.

Prepares necessary notes, reports and data analysis in support of departmental operations.

Performs other necessary tasks and special projects as requested.

Demonstrates commitment to established Workplace Values: Trustworthy; Effective Communication; Respectful; Supportive; Collaborative; Excellence.  Practices behaviors that effectively demonstrate the Affiliate’s Workplace Values and supports goal to co-create a great workplace (see Workplace Values document received upon hire).

Travels throughout the Affiliate’s service area as required.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
 
Commitment and demonstration of excellent internal and external customer service.

Attention to detail; follow processes and procedures from beginning to end.

Recognized excellence in interpersonal and relationship building, and project management.

Ability to work collaboratively with staff throughout the agency to effect change.

Strong analytical, operational and organizational skills; ability to balance priorities, make effective decisions, and contribute as a team player within the organization.

Demonstrated project management skills, including excellent follow through for multiple projects at multiple locations.

Excellent written and verbal communication skills.  Able to communicate information in an organized and clear manner.

Able to maintain and demonstrate strict confidentiality of all information.

 Entrepreneurial spirit, intellectual curiosity, high energy, positive attitude and diplomatic.

Has computer skills and ability to learn/operate software programs.

Maintains professional appearance and demonstrates professional attitude at all times.

 Ability to work flexible schedules and maintain punctual attendance.

Able to work under pressure, remain calm, prioritize, and meet deadlines.

Ability to relate to diverse communities.

Ability to work as part of an interdependent team.



 
PPNCSNJ is an Equal Opportunity Employer.

Job Requrements

    • Minimum Education:  High School diploma required; a college degree preferred, or equivalent work experience in a similar role.
    • Minimum Work Experience:  A minimum of two (2) years related experience or specialized training. Healthcare Industry Preferred.
    • Other Requirements: Valid driver’s license. Bilingual preferred. Reliable transportation to travel throughout the service area.
From your first day on the job, you’ll be immersed in a hands-on, hit-the-ground running experience. Every day will come with unique challenges – but rest assured you’ll never be alone in handling them – our team has each other’s backs. Beyond a meaningful career and an excellent benefits package, we offer career development opportunities and a supportive work culture. In addition to a competitive salary, PPNCSNJ offers medical, dental, vision, life insurance and a 401(k) plan.