Administrative Specialist

Company Overview

The New Jersey Academy of Family Physicians (NJAFP) is a not-for-profit organization dedicated to transforming healthcare through the support of family physicians across New Jersey, Delaware, and Pennsylvania. With over 50 years of experience and nearly 2,000 members, NJAFP is committed to promoting excellence in family medicine to benefit the citizens of New Jersey.

Summary

We are seeking an Administrative Specialist to join our team at the New Jersey Academy of Family Physicians/Lutine Management Associates. In this role, you will be instrumental in ensuring smooth administrative operations that support our organization. The Administrative Specialist provides support services in the coordination and execution of business operations and association meetings. This position requires some local and regional travel and long hours around and during association-related events. This position may also involve physical activity such as moving meeting materials, carrying signage, etc. The Administrative Specialist position is a part-time or full-time, office-based position located in Trenton, NJ.

Responsibilities

Manage office operations, including but not limited to:

• Phone and visitor support
• Mail and deliveries
• Building maintenance and facilities contractors
• IT support vendors
• Tenant requests
• Master calendar

Manage office equipment and technology, including but not limited to:

• Manage inventory of office equipment and work with IT vendors to order new equipment (i.e., laptops, monitors, printers, etc.)
• Works with IT vendor to resolve network, hardware and software support requests
• Orders and manages equipment onboarding for new employees; coordinates return of equipment for employees exiting the organization
• Creating onboarding tutorials for company IT platforms (Timesheets, Dropbox, etc.)
• Manages licensing requests and inquiries from staff

Manage inventory of office and association meeting supplies, including but not limited to:

• Manage organization of client association materials, signage, supplies in Trenton office
• Track inventory of supplies needed to support client association meetings
• Coordinate meeting supply shipping and receiving with meeting planners
• Receive meeting supplies and restock office; reorder supplies needed to maintain inventory

Association meeting support, including but not limited to:

• Work with meetings teams to support in-house printing for meetings, including badges, handouts, etc.
• Provide on-site support services as needed for association meetings (based on ability to travel)

Qualifications

• Proven experience in an administrative role, preferably within a non-profit organization.
• Strong proficiency in Microsoft Office applications.
• Excellent organizational skills with a keen attention to detail.
• Effective time management skills to prioritize tasks efficiently.
• Experience in clerical duties such as data entry and document management.
• ·Ability to take direction and/or accept tasks from multiple people
• Able to work autonomously and prioritize work according to schedule and need
• Able to travel locally, typically within a 2-hour radius of home or office location
• Strong oral and written communication skills
• Collaborative and pleasant demeanor in supporting internal and external visitors and guests
• Ability to work collaboratively with all levels of internal and external teammates

If you are passionate about supporting healthcare professionals and have the skills to enhance our administrative functions, we invite you to apply today to become part of our dedicated team at the New Jersey Academy of Family Physicians.

Job Types: Full-time, Part-time

Pay: From $48,000.00 per year

Expected hours: 20 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Trenton, NJ 08608 (Required)

Ability to Relocate:

• Trenton, NJ 08608: Relocate before starting work (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

Salary : $48,000