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, in partnership with Atlantic Health System, is a fully accredited, not-for-profit, community-based health system dedicated to providing comprehensive health services in central New Jersey. Beyond offering a wide range of advanced diagnostic and treatment options, CentraState is committed to being a valuable health partner, focusing on disease prevention, promoting healthy behaviors, and helping individuals of all ages live well.

Located in Freehold, CentraState includes a 284-bed acute-care hospital, a dynamic health and wellness campus, two award-winning senior living communities, a charitable foundation, and convenient satellite health pavilions. These pavilions offer primary care, specialty physician practices, and access to outpatient services such as lab work and physical therapy.

CentraState is proud to be among the less than two percent of hospitals nationwide to earn Magnet designation for nursing excellence five times. Additionally, it has been recognized as a Great Place to Work-Certified Company by Great Place to Work for four consecutive years.

Joining CentraState means becoming part of a pioneering healthcare facility committed to high-quality, patient-focused care. We invite you to make a difference in our community and advance your career with us. We support our employees with work/life balance initiatives, tuition assistance, career advancement opportunities, and more.

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

CentraState Health System offers a competitive and comprehensive Total Rewards package that supports the health, financial security, and well-being of all team members.

What We Offer:

• Medical, Dental, Vision, Prescription Coverage (30 hours per week or above for full-time and part-time team members)
• Life & AD&D Insurance
• Long-Term Disability (with options to supplement)
• 403(b) Retirement Plan with employer match
• 401(a) Retirement Plan with employer contribution
• PTO
• Tuition Reimbursement
• Well-Being Rewards
• Employee Assistance Program (EAP)
• Fertility Coverage, Healthy Pregnancy Program
• Flexible Spending & Commuter Accounts
• Pet, Home & Auto, Identity Theft and Legal Insurance
• 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

Compensation Range: $18.00 - 28.80 per hour

The compensation above reflects the established range from CentraState Healthcare System (CSHS) for this position at the time the job was posted. CSHS considers many factors to determine compensation, including education, experience, skills, licenses, certification, and training. As such, team member compensation may fall outside this range.

Additionally, the compensation range reflects base salary and does not include extra shift rates or incentives tied to quality, productivity, etc., as applicable.

The benefits outlined also reflect CSHS' policy at the time of posting. Benefits as are made available to other similarly situated team members of CSHS, although participation is at all times in accordance with and subject to the eligibility and other provisions of such plans and programs. CSHS may modify its benefits plans or programs at any time.

CSHS is proud to comply with all pay equity and pay transparency laws.