Administrative Assistant - Multi-Functional Support

Job Description

Job Description

Position Summary Lincoln Diagnostics is seeking a highly organized, proactive, and dependable Administrative Assistant to provide direct administrative and organizational support to the Human Resources Director. This is a multi-functional administrative support role involving a variety of responsibilities, including scheduling, general administrative operations, correspondence, Accounts Payable assistance, onboarding, recruitment coordination, and company event planning. The primary goal of this position is to keep the HR Director organized, assist with managing daily responsibilities, track outstanding tasks, coordinate activities, and ensure timely follow-through on assignments and deadlines. Although this position involves multiple functions, the Administrative Assistant reports directly and exclusively to the HR Director, who establishes all work assignments, priorities, and responsibilities.

Key Responsibilities 1. Direct Administrative & Organizational Support • Manage the HR Director’s calendar, appointments, meetings, and schedules. • Maintain daily and weekly task lists, reminders, and follow-up trackers. • Organize emails, correspondence, documents, and administrative records. • Track outstanding assignments, deadlines, and pending requests. • Schedule meetings and follow up on action items. • Prepare reports, spreadsheets, presentations, and routine communications. • Assist with phone calls, scheduling, and daily administrative needs. • Provide regular updates on completed and pending assignments. • Proactively identify tasks requiring attention and help maintain an organized workflow.

2. General Administrative & Multi-Functional Support • Provide administrative assistance across various business functions as directed by the HR Director. • Answer and make phone calls, coordinate appointments, and prepare correspondence. • Assist with office supplies, filing, scanning, printing, and data entry. • Organize records, reports, and administrative tracking systems. • Coordinate with managers and employees to complete assigned tasks. • Assist with special projects and miscellaneous administrative responsibilities. • Perform additional duties as assigned by the HR Director.

3. Accounts Payable Administrative Support • Collect, organize, and track invoices, receipts, and vendor statements. • Maintain AP spreadsheets and administrative records. • Follow up with vendors regarding missing documentation. • Track outstanding invoices and payment deadlines. • Assist with routine vendor correspondence. • Prepare documentation for management review and approval.

4. Onboarding Support • Prepare new-hire paperwork and onboarding packets. • Assist with Paycom onboarding and track completion. • Collect and organize required onboarding documentation. • Coordinate start dates, orientation, and training schedules. • Maintain onboarding checklists and administrative records. • Assist with onboarding communications, data entry, and documentation follow-ups. • Follow up with new hires to ensure required onboarding tasks are completed.

5. Recruitment & Hiring Coordination • Create, post, and maintain job openings on recruiting platforms. • Review and organize resumes based on approved hiring criteria. • Contact candidates and coordinate interview schedules. • Follow up with hiring managers regarding interview availability and feedback. • Maintain recruitment trackers and candidate status updates. • Prepare and send offer letters using approved terms and templates. • Follow up on offer acceptance and coordinate anticipated start dates.

6. Company Events & Coordination • Assist with planning company parties, holiday celebrations, and employee appreciation events. • Coordinate vendors, catering, supplies, invitations, and decorations. • Obtain quotes and organize event logistics. • Maintain planning checklists, event schedules, and expense trackers. • Assist with company meetings and internal activities.

Reporting Structure & Work Assignment Authority The Administrative Assistant reports directly and exclusively to the Human Resources Director. Although the position involves a variety of administrative functions, the HR Director serves as the employee’s sole direct supervisor and is responsible for managing assignments, schedules, workload, and priorities. • All work assignments and priorities are established by the HR Director. • The assistant may communicate and collaborate with managers, employees, and external contacts to complete assigned responsibilities. Page 3 • Requests for assistance from others must be reviewed and approved by the HR Director. • Other managers do not have independent supervisory or work-assignment authority over this position. • Performance evaluations, scheduling, workload management, and accountability remain under the HR Director. • The assistant will provide regular progress updates and report outstanding matters directly to the HR Director.

Qualifications • Previous administrative or office support experience preferred. • Excellent organizational, multitasking, and time-management skills. • Strong follow-up skills and attention to detail. • Proficiency in Microsoft Outlook, Word, and Excel. • Experience with Indeed, Paycom, or similar systems preferred. • Strong written and verbal communication skills. • Ability to handle confidential information professionally. • Flexible, resourceful, proactive, and dependable. • Ability to manage multiple assignments across different business functions.

Additional Duties & Responsibilities Perform other administrative, clerical, organizational, scheduling, recruitment, onboarding, Accounts Payable support, event coordination, and special project duties as assigned by the HR Director. Responsibilities may evolve based on business needs and the various operational functions overseen by the HR Director. Overall Position Objective The primary objective of this position is to keep the HR Director organized and provide dependable administrative assistance across multiple business functions under the Director’s oversight. Success will be measured by the assistant’s ability to manage schedules, organize assignments, maintain accurate records, follow up on outstanding matters, meet deadlines, and reduce the Director’s daily administrative workload.

Lincoln Reference Laboratory is one of the largest independent, general diagnostic laboratories, located in Union NJ. We take pride in delivering quality service since 2004 for a broad range of medical diagnostic testing in our new and advanced facility. We cover industry leading medical testing in Molecular Oncology, Hematology, Histopathology, and Chemistry. Excellence and specificity of patient testing is our highest priority!

Our facility in New Jersey provides an array of services in molecular oncology, diagnostic blood testing, toxicology, GI testing, RPP, Urovysion Fish, H.Pylori breath test, and so much more. All testing is done in-house, which increases turnaround time. Looking at the patient’s susceptibility to illness on a genetic level provides physicians with greater insight into improving patient care.

Our state-of-the-art instrumentation and highly skilled and licensed technologists provide quality results and consultation. For many years our experienced pathologists offer their expertise in the oversight of diagnostic cases from all tissue specimens. We provide a full range of histology services, including grossing, processing, embedding, microtome, routine, and special staining. We ensure properly prepared tissues and slides to provide accurate diagnoses.

We are highly experienced technologists, who are registered and licensed by NY and other states in US. We use latest, state-of-the-art, medical equipment and instrumentation in the preparation of specimens, and we guarantee strictest quality assurance mechanisms are implemented to maintain consistency and precision.

For all our client’s convenience, we offer a web-based reporting tool to get testing results. You can now securely access results virtually anywhere and at any time. At Lincoln Diagnostics LLC, we can guarantee fast responses to your concerns and immediate action should you wish to receive them.

Certifications
National Women Business Owners Corporation (NWBOC)

Company Description

Lincoln Reference Laboratory is one of the largest independent, general diagnostic laboratories, located in Union NJ. We take pride in delivering quality service since 2004 for a broad range of medical diagnostic testing in our new and advanced facility. We cover industry leading medical testing in Molecular Oncology, Hematology, Histopathology, and Chemistry. Excellence and specificity of patient testing is our highest priority!\r\n\r\nOur facility in New Jersey provides an array of services in molecular oncology, diagnostic blood testing, toxicology, GI testing, RPP, Urovysion Fish, H.Pylori breath test, and so much more. All testing is done in-house, which increases turnaround time. Looking at the patient’s susceptibility to illness on a genetic level provides physicians with greater insight into improving patient care.\r\n\r\nOur state-of-the-art instrumentation and highly skilled and licensed technologists provide quality results and consultation. For many years our experienced pathologists offer their expertise in the oversight of diagnostic cases from all tissue specimens. We provide a full range of histology services, including grossing, processing, embedding, microtome, routine, and special staining. We ensure properly prepared tissues and slides to provide accurate diagnoses.\r\n\r\nWe are highly experienced technologists, who are registered and licensed by NY and other states in US. We use latest, state-of-the-art, medical equipment and instrumentation in the preparation of specimens, and we guarantee strictest quality assurance mechanisms are implemented to maintain consistency and precision.\r\n\r\nFor all our client’s convenience, we offer a web-based reporting tool to get testing results. You can now securely access results virtually anywhere and at any time. At Lincoln Diagnostics LLC, we can guarantee fast responses to your concerns and immediate action should you wish to receive them.\r\n\r\nCertifications\r\nNational Women Business Owners Corporation (NWBOC)