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Administrative AssistantReq #:0000200023

Category:Clerical / Administrative Support

Status:Full-Time

Shift:Day

Facility:RWJ New Brunswick

Department:Medical Affairs

Location:

Main Hospital - New Brunswick, One Robert Wood Johnson Place, New Brunswick, NJ 08901

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 a healthcare setting

+ Detailed knowledge and experience in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.)

+ 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

+ Knowledge of basic medical terminology preferred

Preferred:

+ Bachelor's Degree

+ Knowledge of basic medical terminology

Scheduling Requirements:

+ Day Shift- Full-Time

+ Five 8-hr weekday workdays (per) week with no weekends and no holidays. The expected working hours are 8:30am-5pm.

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.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

+ Paid Time Off (PTO)

+ Medical and Prescription Drug Insurance

+ Dental and Vision Insurance

+ Retirement Plans

+ Short & Long Term Disability

+ Life & Accidental Death Insurance

+ Tuition Reimbursement

+ Health Care/Dependent Care Flexible Spending Accounts

+ Wellness Programs

+ Voluntary Benefits (e.g., Pet Insurance)

+ Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

RWJBarnabas Health is an Equal Opportunity Employer