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ADMINISTRATIVE ASSISTANT-Facilities Planning & Management

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POST DATE 8/23/2016
END DATE 10/15/2016

Meridian Health System, Inc Neptune, NJ

Neptune, NJ
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
High School Diploma or GED




Completes a broad variety of administrative tasks for the leader or department to include management of calendars, travel, expense reimbursement and document creation. Works closely and effectively with leader to keep him/her informed of upcoming commitments and responsibilities and aides in time management to keep leader on schedule. Prioritizes tasks given by manager at own discretion based upon knowledge of job. Organizes work-flow, including scheduling projects and setting deadlines on behalf of leaders and/or work group. Coordinates meetings, trainings, and events with little or no supervision.

Support the activities of the department Project Coordinator and the Project Manager.

Serves as the liaison between leaders and all internal and external stakeholders, maintaining positive open communications and keeping them well informed . Communicates in a clear, courteous, and caring way. Uses the tact and diplomacy required to navigate customers, team members, vendors, patients, board members, etc. As appropriate, escalates issues to the leader. Builds productive cross-functional relationships across all levels of the organization. Has an advanced understanding of department, company, and/or brand and promotes it throughout all interactions.

Demonstrates ability to coordinate projects and/or core department processes to meet deliverables and timelines. Proactively anticipates work within the department and prioritizes tasks utilizing the skills of others as needed. Demonstrates outstanding time management skills and project follow-up. Sets up tracking and recordkeeping systems to keep leader and others on task.

Expense and budget reports are prepared in a timely and accurate manner. Department invoices are processed timely and the budgets are tracked and adhered to with little or no variance. May have some discretion in utilizing department budget. Handles office/department needs from supplies to vendor management.

Completes all other necessary duties with attention to detail and in a timely manner.



High School Diploma or GED - Required

Associate Degree - Business School or Secretarial School - Preferred

Bachelor's Degree - Business, Healthcare or Related Field - Preferred


Required: 5 years administrative support in a complex environment supporting middle to upper level management.

Healthcare experience a strong plus.

Must be able to maintain and manage multiple calendars at the Vice President/Manager level

Experience with Microsoft Project is a plus

Facility or Project management work environment experience is a plus

Must have experience with MS Office Word, Excel, PowerPoint, and Outlook

Skills and Abilities Description Proficiency

Computer Skills

Microsoft Office



Information and file management, Time Management


Multi -Task

Ability to manage more than one project/task



Demonstrates written and excellent oral


Customer Service

Demonstrates reliability, accountability, problem-solving, and proactive mindset


WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.