Atlantic Health System

Administrative Assistant, Primary Care Partners

Job Location(s) US-NJ-Morristown
Position Type
Full-Time
Shift
Days
Category
Clerical/Office
Department
01313200-PCP
Facility
Corporate Office - Morristown

Overview

Atlantic Health System is seeking a Full-Time Administrative Assistant to support Primary Care Partners Department. The hours for this position is Monday - Friday from 9am - 5pm. 

Responsibilities

The list of responsibilities for the Administrative Assistant include, but are not limited to, the following assigned duties:

 

• Primary administrative support for Primary Care Partners, Executive Director, and Primary Care Partners’ support staff.
• Manages calendar of corporate conference room.
• Schedules meetings, coordinates meeting rooms for Primary Care Partner Committee Meetings, Board Meetings, Shareholder meetings, Office Manager Meetings/Conference Calls, Care Center Meetings with Physicians, Outside Agencies and others

• Work is performed in an office environment and requires desk, table & copier work.

• Frequent contact with employees, outside agencies, Care Center Office Managers, & Care Center Physicians

 

For Quarterly Board Meetings:

• Responsible for Brady Shinn Board Room reservations, RSVP list, catering, AV requests as needed

• Draft and send email invite to each provider

• Send Reminder emails to providers

• Assist in setting up Board Meeting speakers & reminders

• Create packets for each attendee: agenda, minutes from previous month, committee reports, and additional handouts

• Attend Meeting & Records minutes

• Draft minutes and distribute to Executive Director & PCP Secretary for review. Make edits as needed.

• Maintain/create name tents for each provider

• Arrange logistics of annual Holiday Dinner – venue, menu, invite

• Maintain and organize the Primary Care Partners Shared Folder Drive/One-Drive on AHS Network

• Proficient in Zoom/MS Teams and able to produce and manage large meetings and webinars.

• Process invoices, reimbursements, purchase orders, and manage budget.

• Review office procedures for best practices.

• Assists Executive Director with Primary Care Partners Committee Meetings/Conference calls

• Assists in sending out reminders, recording minutes, preparing agenda and meeting packets for the meetings

• Upon request, may be asked to attend meetings, events, dinners and/or assist in the coordination

• Works closely with the Primary Care Partners Finance Manager

• Assist in Vendor purchasing for care centers for special orders

• Assist in tracking and monitoring Accounts Payable/Receivable activity

• Prepares and submits purchase orders, employee travel, and other expense reimbursements

• Orders all office and promotional supplies for Primary Care Partners Corporate Staff

• Maintains and update the PCP Intranet portal

• Responsible for the maintenance & distribution of monthly spreadsheets. (Contact List, Growth Chart, etc.)

• Serves as a liaison to external sources and AHS departments as needed

• Assists with printing and distribution of Agendas, Minutes, and Reminder emails

• Responds to emails, phone calls, and website inquires within same business day

• Works closely with the Executive Director for Marketing and Recruiting efforts

 

For Quarterly ACO Applications/ Binder:
• Create binder with individual sections for each PCP practice
• Collect and file PIIP applications
• Maintain and update list of received applications
• Work with AACO representatives to send out reminders to practices with outstanding PIIP applications
• Obtain signatures from Authorized PCP Officer on required PIIP documents
• Deliver completed binder to AACO by deadline

• Assists Executive Director with Primary Care Partners Committee Meetings/Conference calls

• Assists in sending out reminders, recording minutes, preparing agenda and meeting packets for the meetings
• Upon request, may be asked to attend meetings, events, dinners and/or assist in the coordination
• Works closely with the Primary Care Partners Finance Manager
• Assist in Vendor purchasing for care centers for special orders
• Assist in tracking and monitoring Accounts Payable/Receivable activity
• Prepares and submits purchase orders, employee travel, and other expense reimbursements
• Orders all office and promotional supplies for Primary Care Partners Corporate Staff
• Maintains and update the PCP Intranet portal
• Responsible for the maintenance & distribution of monthly spreadsheets. (Contact List, Growth Chart, etc.)
• Serves as a liaison to external sources and AHS departments as needed
• Assists with printing and distribution of Agendas, Minutes, and Reminder emails
• Responds to emails, phone calls, and website inquires within same business day
• Works closely with the Executive Director for Marketing and Recruiting efforts

 

For Marketing Efforts:

• Develop and execute a marketing plan around increasing followings and evaluates engagement in communication.

• Responsible for writing and coordination of communications vehicles, including social media content.

• Function as principal writer and editor for printed materials for area, events, and activities.

• Track attendance at events to evaluate trends of engagement. Determine opportunities for digital programming growth.

• Perform bi-weekly updating of the Website; for example, copying announcements of upcoming events to the site, deleting expired notices, and assuring that all information is current and active. Will require communication with other parties to assure that content is accurate.

• Prepare and/or edit regular correspondence and ad hoc reports and manuscripts based on the needs of the group (e.g., professional correspondence emails; brief one-page reports; comprehensive annual reports; governance and policy documents; scholarly manuscripts).

• Create and order marketing materials (holiday cards, invites, reminder cards, patient satisfaction cards, brochures, etc…).

• Develop and order promotional items via Geiger (pens, etc…)

• Aid in the development and maintenance of PCP Facebook page, other social medial channels, and the PCP Website

• Coordinate and assist in provider outreach and marketing efforts

 

For Recruitment Efforts:
• Assist in the gathering and sorting Due Diligence Documents for recruitment of physicians into PCP
• Initiate due diligence for new providers (malpractice loss runs, credit checks, etc.)
• Plan and execute logistics of recruitment dinners – venue, menu, create and send invites, develop invite list, handouts, speakers, etc.
• Coordinate and responsible for patient medical record fulfillment requests for the group.
• Maintain PPE supply orders and inventory at the Corporate offices.

Qualifications

Minimum Education:

  • High School Diploma or GED
  • Bachelor's Degree preferred

Minimum Experience:

  • Two years of relevant experience in similar health-care setting preferred

About Us

Atlantic Health System aims to deliver the highest quality, safety and care combined the best experience for our patients and their families. We are confident that you will find success within Atlantic Health System, which has been named for the 14th year in a row to Fortune’s “Top 100 Best U.S. Companies to Work For” list. We believe you will find that our culture of collaboration and care exemplifies the value we place on our patients, their families and our employees.

EEO Statement

Atlantic Health System, Inc. is an equal employment opportunity employer and federal contractor or subcontractor and, therefore, abides by applicable laws to protect applicants and employees from discrimination in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, gender identity or expression, sexual or affectional orientation, national origin or nationality, citizenship status, disability, age, genetics, protected veteran status, ancestry, marital status

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