Rutgers, The State University of New Jersey is seeking a Secretary II for the Monmouth Junction Outpatient Services – Adult Partial Hospitalization Program at Rutgers, University Behavioral Health Care.
Under the direction of the Office Manager, the Secretary II provides secretarial and administrative services to the Unit. Primary responsibilities include generating time-sensitive reports and processing schedule changes on a daily basis.
Ensures completion of typing assignments in accordance with established department format as observed by supervisor and feedback from staff.
Prepares and maintains attendance records for the department.
Acts as principal liaison with the Access/Transfer Center on daily operations.
Prepares and distributes patients' initial paperwork to supervisor and clinical staff.
Tracks and updates clients' information for scheduled appointments.
Maintains appropriate log sheets and records needed for efficient operation of department.
Completes comprehensive reports as directed within pre-established time frames as noted by supervisor.
Greets patients and visitors in a prompt and courteous fashion as observed by supervisor and evidenced by feedback from staff, visitors, and callers.
Assists and directs patients and visitors appropriately as indicated by supervisory observation and feedback from staff and visitors.
Answers incoming telephone calls promptly and refers to appropriate party as observed by supervisor and indicated by feedback from staff.
Maintains appropriate inventory of supplies as noted in random reviews.
Ensures maintenance of equipment is handled appropriately and followed up in a timely manner as noted by supervisor.
Tracks office expenditures in an appropriate database.
Initiates and composes appropriate correspondence to internal and external sources.
Serves as liaison between Department and other departments within the University system.
Handles travel arrangements and prepares required internal forms for administrative approval and/or reimbursement.
Understands and adheres to Rutgers' compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Minimum Education and Experience:
Graduation from an accredited program in secretarial studies plus three years of full-time secretarial experience.
An additional year of experience is required in lieu of the secretarial program.
College credits may be substituted on a year-for-year basis for secretarial experience. Up to sixty credits may be substituted for two years of secretarial experience.
Required Knowledge, Skills, and Abilities:
Proficient in typing and word processing skills.
Proficient in Microsoft Office (Word, Excel, PowerPoint, etc.).
Knowledge of procurement policies and procedures.
Bilingual skills (English/Spanish).
Physical Demands and Work Environment:
Physical Demands: Standing, sitting, walking, talking or hearing.
Work Environment: Office setting with moderate noise.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.