Administrative Assistant

Job Title: Administrative Assistant

Location: Main Hospital - New Brunswick

Department Name: Medical Affairs

Req #: 0000237721

Status: Hourly

Shift: Day

Pay Range: $21.00 - $26.00 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.

Job Overview:

Perform administrative level functions to contribute to the efficient operation of the department of Medical Administration.

Qualifications:

Required:

• High School Diploma
• 5+ years administrative secretarial experience required in healthcare setting
• Detailed knowledge and experience in Microsoft Office Suite
• Excellent communication skills, ability to meet deadlines and facilitate multiple complex calendars and projects
• Strong anticipation skills and forward thinking, excellent communication skills
• Able to interact at all levels with internal and external personnel

Preferred:

• Knowledge of basic medical terminology preferred
• Bachelor's degree in healthcare-related field

Scheduling Requirements:

Full-time Monday-Friday, 8:30am-5pm onsite role in New Brunswick, NJ

Essential Functions:

• Responsible for the technical and administrative support of all functions of the Medical Administration office. These functions include, but are not limited to, answering incoming telephone calls, scanning/indexing of documentation in electronic filing system, handling incoming and outgoing mail, ordering office supplies and responding to requests from external agents
• Administrative support for Director, Medical Administration and medical staff leadership/administration as needed. Ability to perform a variety of complex task assignments, have the independent judgment required to complete assignments, and level of responsibility, technical knowledge and confidential support required
• Maintain and update detailed records, files, lists, and logs utilizing computerized and manual recordkeeping systems. Assist with the completion and management of departmental forms, licensures collection, procedures and policies. Stay current with proper branding guidelines
• Manage and organize multiple departmental schedules that include arranging departmental meetings, appointments, and seminars, including but not limited to; Medical Staff Quarterly Meetings, medical staff committees, Annual Doctor's Day Celebration. This also includes booking of rooms, arranging catering, room set up, coordination of AV assistance and other needs as assigned
• Schedule interviews and meetings for Director and MSO team. Take accurate meeting minutes for review and distribution
• Responsible for the technical and administrative support of all functions of the office of Medical Administration
• Facilitate clearance of visiting and/or observing physicians and proctors with security, volunteer services, IT and other departments as needed
• Meeting all standards, requirements, and functions of an administrative assistant. Liaison between Medical Administration and ancillary departments within RWJUH and the RWJBH system.
• Enter tickets for Information Technology, Telecommunications, Engineering, and other needs as assigned

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.