Job description

Salary Range - $36,000 - $38,000

Full COVID-19 vaccination required

The Administrative Assistant will help with enhancing company effectiveness by providing secretarial/clerical support services and serving as the meeting planner for the agency’s educational programs and assigned special events.

Essential Functions:

• Supports Pennsauken-based team provide assistance with word processing, record keeping, filing, shipping/mailing, routine correspondence and research.
• Assists visitors by greeting them in person or on the telephone, answering or directing inquiries appropriately, taking accurate messages.
• Establishes and maintains the record keeping system to ensure agency compliance with the documentation requirements for provision of nursing contact hours as specified by NJSNA and those required for nursing / social work continuing education credit.
• Possesses knowledge of and provides technical assistance on all aspects of the Springboard database system associated with educational programs, including standard and customized reports, databases, and codes.
• Provides meeting planning assistance for SNJPC educational programs by: managing registration; processing program related payments as directed by Finance; preparing and issuing invoices; assisting staff in preparation of program budget and ensuring compliance with budget in negotiations with vendors; preparing/submitting check request for speaker honorarium; researching/securing locations; ordering food/av needs; preparing sign-in sheet and handouts; advising program staff in timely fashion of problematic issues.
• Provides administrative support to the members of the SNJPC Provider Unit that includes, but is not limited to, the registration and evaluation process to ensure compliance with the NJSNA nursing application requirements.
• Provides preliminary processing of all payments received at Pennsauken office by coding the checks, making 3 copies of a check, keeping one copy for one year and forwarding original and two copies to Finance.
• Provides meeting planning assistance for county HMHB Coalitions and SNJPC Professional Networks and Task Forces by preparing/distributing meeting notices according to schedule established by with HMHB Coordinator; managing registration/rsvp’s; arranging for refreshments; securing meeting sites; preparing handouts; advising program coordinators in timely fashion of problematic issues.
• Possesses skills needed to provide technical assistance on all office equipment including copiers; laser printers; fax machine; and postage machine.
• Maintains office efficiency by keeping copier and mailing/fax areas stocked with supplies and free of trash/clutter.
• Contributes to the team effort.
• Performs other duties as assigned by the Leadership Team, and the Coordinator of Human Resources and Office Systems Management.

Requirements

• Some college and/or technical training; or equivalent work experience; Associate’s degree preferred.
• Five years’ professional secretarial and meeting planning experience for managerial/executive staff.
• Good team player.
• Excellent organizational and interpersonal skills.
• Skilled in all Microsoft Office Products.
• Good interpersonal and organizational skills.
• Valid driver’s license, car, and current insurance policy.

Physical Requirements:

• Must be able to see to read documents and hear well enough to communicate with others
• Must be able to write, type on a computer, and use a telephone
• Must be able to operate a motor vehicle
• Must be able to lift up to 10 pounds
• Additional requirements to be determined with input from Director and HR

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Works in a climate-controlled professional office environment generally free from hazards and other adverse working conditions.

This job description describes the general nature of the duties and responsibilities of the job. It is not intended to be an exhaustive list or to limit a supervisor’s ability to modify work assignments as needed.

Southern New Jersey Perinatal Cooperative, a nonprofit maternal/child health agency providing programs/services to improve perinatal/pediatric health. SNJPC offers a comp. salary and benefits pkg. It is SNJPC’s policy to make every practical effort to accommodate individuals with disabilities to execute the crucial functions to the job.

Code of Ethics:

SNJPC is an equal employment opportunity employer. We welcome and encourage all qualified candidates to apply for employment with our agency without regard to abilities, age, race, ethnicities, gender identities, sexual orientations, religious and political beliefs, socio economic status, educational levels, military/veteran status or any other characteristics.

Job Type: Full-time

Pay: $36,000.00 - $38,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• No nights
• No weekends

Experience:

• meeting planning: 1 year (Preferred)

License/Certification:

• drivers liciense (Preferred)

Work Location: One location

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