Administrative Assistant

Job Title: Administrative Assistant

Location: Mountainside (MTN)

Department Name: Volunteers

Req #: 0000270377

Status: Hourly

Shift: Day

Pay Range: $25.53 - $31.91 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

As an Administrative Assistant, you will provide essential clerical and administrative support to help ensure the smooth operation of the office and Community Engagement Department. You will assist with daily office tasks, respond to customer service inquiries, maintain organized records, and support volunteer application processing and donation coordination.

In this role, you will help create a welcoming and professional experience for prospective volunteers, donors, and community members. You will also assist with volunteer orientation, special projects, and department events while supporting the Medical Center’s mission through teamwork, organization, and excellent customer service.

As an Administrative Assistant, a typical day might include the following:

• Answer telephone calls and email inquiries, screen calls, take and return messages, and provide information in accordance with established policies.
• Sort, prioritize, and distribute incoming and outgoing mail.
• Download volunteer applications from the website through the Volgistics database and review them for completeness, accuracy, and missing information.
• Follow up with prospective volunteers regarding incomplete applications and provide instructions by email.
• Process volunteer applications, complete background checks, and prepare new volunteer file folders once a reference form has been received.
• Maintain an organized office system, manage files, and request office supplies and equipment as needed.
• Respond to donation inquiries, coordinate donation deliveries and drop-offs, and sort and distribute donations to the appropriate facilities.
• Assist with the annual Holiday Giving Program and Volunteer Recognition events.
• Help orient office volunteers, provide instructions, and oversee assigned tasks and special projects.
• Support the Community Engagement Department with additional administrative needs.
• Prepare and submit monthly reports on in-kind donations received.
• Perform other duties as assigned or directed by management.

This role might be for you if:

• You are highly organized, detail-oriented, and able to manage multiple tasks independently.
• You have strong written and verbal communication skills and enjoy interacting with people in a professional, helpful manner.
• You demonstrate excellent customer service skills and maintain a positive, welcoming attitude.
• You are comfortable using computer applications, including Microsoft Word, Excel, and Outlook.
• You can maintain accurate records, follow established procedures, and handle administrative responsibilities efficiently.
• You enjoy supporting volunteers, hospital staff, donors, and community members.
• You are a dependable team player who values collaboration and is committed to supporting the Medical Center’s mission.

To be considered for this opportunity, you must have a High School Diploma. Two or more years of experience working in a hospital office or in a secretary or office assistant role is preferred. You must be highly organized, able to work independently, and possess excellent written and verbal communication skills. Strong customer service skills, the ability to interact effectively with others while maintaining a positive and professional image, and proficiency in Microsoft Word, Excel, and Outlook are important for success in this role. 

Schedule: Day shift, 8:00AM-1:00PM, 4 days per week, Part-Time, 20 hours per week