Administrative Assistant / Coordinator

Administrative Assistant / Coordinator

Company: Princeton Health

Location: Princeton, NJ

Work Schedule: Monday-Friday, 5 days/week on-site at Princeton Hospital

Contract: 6-month contract-to-hire

Rate/Salary: $40/hr, convert at $80,000

Position Overview

Princeton Health is seeking an experienced Administrative Assistant / Coordinator to provide high-level administrative and operational support within a fast-paced hospital environment.

This role is ideal for a highly organized professional with 5+ years of administrative or coordinator experience who is comfortable managing complex calendars, coordinating meetings and vendors, tracking contracts and invoices, supporting purchasing and accounts payable processes, and handling confidential information with discretion.

The successful candidate will be proactive, detail-oriented, and comfortable working independently while coordinating with executives, department leaders, vendors, technicians, accounts payable, and other internal stakeholders.

This is a fully on-site position, Monday through Friday, at Princeton Hospital.

Key Responsibilities

Administrative & Executive Support

• Manage complex calendars and coordinate appointments, meetings, conference calls, and schedules using Microsoft Outlook.
• Resolve scheduling conflicts and proactively ensure adequate time is allocated for meetings and priorities.
• Coordinate meeting logistics, including conference rooms, A/V equipment, catering, agendas, attendee confirmations, and meeting materials.
• Prepare meeting minutes, maintain meeting logs, and distribute schedules and agendas to attendees and executive assistants.
• Arrange travel plans, itineraries, agendas, and related documentation.
• Prepare expense reports, time-off requests, disbursement forms, and other administrative documentation.
• Draft, edit, format, and distribute correspondence, reports, presentations, and other confidential communications.
• Handle sensitive and confidential information with a high degree of professionalism and discretion.
• Screen calls, visitors, mail, packages, and inquiries, directing requests to the appropriate resource.
• Support executives and department leadership with special projects and other administrative needs.

Finance, Invoicing & Contract Coordination

• Track vendor contracts, service agreements, purchase orders, and related documentation.
• Maintain visibility into upcoming contract renewals, service requirements, and payment obligations.
• Monitor invoices and determine which invoices are coming due and when, helping ensure timely processing and payment.
• Work closely with Accounts Payable to establish vendors and process invoices through Chrome River.
• Submit and track purchase order requisitions for services, labor, parts, and other departmental purchases.
• Support credit card reconciliation, check requests, capital expenditure requests, and other financial paperwork.
• Coordinate with vendors to obtain invoices, service reports, documentation, and other materials required for payment.
• Maintain organized records of contracts, invoices, purchase orders, and vendor activity.

Vendor & Department Coordination

• Serve as a primary administrative point of contact for vendors and service providers.
• Coordinate preventive and corrective maintenance activities with vendors, technicians, and department management.
• Schedule vendor service visits and follow up on outstanding work, documentation, and payments.
• Obtain and upload service reports and supporting documentation.
• Communicate with vendors by phone, email, and online portals as needed.
• Coordinate purchasing of office, shop, maintenance, and other departmental supplies.

Asset, Inventory & Operational Support

• Assist with asset management and maintaining accurate equipment and inventory records.
• Add new assets to inventory and ensure information remains current and accurate.
• Assist with tracking equipment maintenance schedules, retirements, returns, exchanges, and service activity.
• Coordinate work orders and assign preventive maintenance activities as directed by management.
• Support inventory purchasing through approved vendors and ensure received materials are properly recorded.
• Generate inventory, work order, and historical reports to support budgeting, capital planning, and departmental requests.
• Coordinate incoming and outgoing shipments, including receiving packages, maintaining documentation, preparing shipping labels, and tracking shipments.

General Department Support

• Answer incoming calls to the department and route inquiries appropriately.
• Order office and departmental supplies.
• Receive and distribute packages and materials.
• Maintain organized records and departmental documentation.
• Ensure office equipment and supplies are maintained appropriately.
• Provide administrative coverage and support to other department leaders as needed.
• Perform additional administrative duties and special projects as assigned.

Qualifications

• 5+ years of experience in an Administrative Assistant, Executive Assistant, Administrative Coordinator, Operations Coordinator, or similar role.
• Experience supporting executives, department leaders, or operational teams in a fast-paced environment.
• Strong calendar management and scheduling experience.
• Solid understanding of basic finance, invoicing, accounts payable, purchase orders, and expense processes.
• Experience tracking contracts, invoices, renewals, or vendor agreements.
• Strong organizational and follow-up skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong Microsoft Office skills, particularly Outlook, Excel, Word, and PowerPoint.
• Experience working with an ERP, AP, procurement, invoice management, or vendor management system is highly desirable.
• Healthcare or hospital administrative experience is a plus.
• Experience with Chrome River, asset management, work-order, or inventory systems is preferred.

What We're Looking For

The ideal candidate is someone who doesn't simply process paperwork but owns the administrative process from beginning to end. You should be comfortable asking questions, following up with vendors, identifying upcoming deadlines, keeping contracts and invoices organized, and making sure nothing falls through the cracks.

Strong candidates will have a combination of executive-level administrative skills, financial coordination experience, vendor management, and exceptional organizational ability.




This job opens for applications on 8/26/2026. Applications for this job will be accepted for at least 30 days from the posting date.

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