Management Assistant

The primary purpose of the Management Assistant position is to provide general administrative and management support within a division, department or office of University Hospital. Coordinates office operations and serves as liaison with various units and administrative offices throughout University Hospital. 

• →Service provided is patient centered.   

• →Plans and schedules the work of department’s secretarial/administrative section to make maximum effective utilization of employees, equipment and materials within budgetary requirements.  

• →Responsible for personnel matters for the department/division; maintains time and attendance records, ensures timely completion of forms for Human Resources, Payroll, etc.  

• →Acts as principal liaison with various administrative departments and units within University Hospital. Responsible for timely follow-up of problems and questions, and maintains a log and documentation of same.  

• →Oversees the maintenance of department records and ensures that files and recordkeeping systems meet the needs of the department.  

• →Composes correspondence; creates and maintains databases and spreadsheets as required.  

• →Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that the expenditures are in accordance with allocation of funds. Responsible for PO’s, Check Requests, travel reimbursement, etc.  

• →Compiles and analyzes relevant data from a variety of sources for inclusion in reports or presentation materials. Responsible for preparing reports for presentation to various audiences. Prepares charts, graphs, or tables, as necessary. 

• →Maintains and oversees the department’s calendar. Handles travel and conference arrangements.  

• →Analyzes and organizes office procedures and workflow of the office and recommends improvement, as necessary.  

• →Expedites and coordinates services such as maintenance, repairs, office supplies, equipment and mail.  

• →Understands and adheres to UH compliance standards as they appear in UH’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.  

• →Keeps abreast of all pertinent federal, state and UH regulations, laws, and policies as they presently exist and as they change or are modified.  

• →Performs all other related duties. 

• Bachelor’s Degree in Business Administration, Finance or a related field, plus one (1) year of experience involving the review, analysis and evaluation of financial, organizational and/or administrative practices in a business or government agency required. Must be proficient in computer applications as required by the department.  

• Equivalent experience, education, and/or training may be substituted for the education requirement. 

University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.   

We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you.