Job Summary:

The Administrative Assistant will provide administrative assistance / secretarial support to the department. Oversees the reception desk.

Essential Functions:

• Attend meetings as required; prepares agendas, meeting notices, minutes, distributions, etc. as necessary. Will use technology to arrange and operate virtual meetings using GoToMeeting and Webex.
• Maintains a filing system and follow-up mechanism that provides for effective department operation through expeditious retrieval of information, continuous information flow, response and action in a timely manner.
• Manages calendars including coordination of arrangements for internal and external meetings. Assures that necessary information and arrangements are available in advance of the scheduled event.
• Opens incoming mail, screens for priority items and facilitates timely referral of issues to appropriate parties as instructed.
• Operates the computer and utilizes word processing skills to prepare correspondence, memorandums, reports and presentations in a timely and accurate manner.
• Participates in overall telephone and secretarial coverage on behalf of the department in a professional and courteous manner. Maintains complete and accurate telephone/visitor messages for department personnel, assuring timely and accurate routing of messages.
• Provides administrative assistance in a responsible, tactful and confidential manner.
• Provides routine maintenance of general office equipment and facilitates repair calls as necessary.
• Serves as Administrative Assistant to multiple executive leaders within the Medical Group, namely VP of Operations, Directors and Regional Practice Managers in their daily operations.
• Is able to work with minimal supervision and can function independently.

Job Requirements:

• Minimum of two years prior experience operating in an administrative support capacity required, preferably in a surgical physician practice.
• HS Diploma required. College degree preferred.
• Experience scheduling and updating a Google calendar.
• Must have experience utilizing an EMR system, Cerner is a plus, scheduling, answering multi line telephone line and insurance knowledge.
• Working knowledge of Microsoft Office/Outlook and other comparable programs required with expertise in Excel and typing/word processing skills at a minimum of 50 words per minute.
• Must be able to work closely with physician to build relationship and become knowledgeable of physician patterns.
• Must have strong organizational and multitasking skills.
• Ideal candidate will be flexible and open to change and making improvements within the scope of the position.
• Bilingual (English/Spanish) is a plus

Hours:

Monday - Friday: 8:00am-4:30pm

• Hours are subject to change as business needs require.

This role is based in and primarily works in Jersey City, NJ. It will need to cover other practice locations in Livingston and Hackensack as needed.

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.

Equal Opportunity Employer

Additional Information:

RWJBarnabas Health is the most comprehensive health care delivery system in New Jersey, with a service area covering five million people. The system includes eleven acute care hospitals Clara Maass Medical Center in Belleville, Community Medical Center in Toms River, Jersey City Medical Center in Jersey City, Monmouth Medical Center in Long Branch, Monmouth Medical Center Southern Campus in Lakewood, Newark Beth Israel Medical Center in Newark, RWJUH- New Brunswick, RWJUH- Somerset in Somerville, RWJUH- Hamilton, RWJUH- Rahway and Cooperman Barnabas Medical Center in Livingston; three acute care children s hospitals and a leading pediatric rehabilitation hospital (Children s Specialized Hospital), a freestanding 100-bed behavioral health center, trauma centers, a satellite emergency department, ambulatory care centers, geriatric centers, the state s largest behavioral health network, comprehensive home care and hospice programs, fitness and wellness centers, retail pharmacy services, a medical group, multi-site imaging centers and an accountable care organization.

RWJBarnabas Health Medical Group is a multispecialty group practice comprised of highly trained and experienced world class primary and specialty care physicians. RWJBarnabas Health Medical Group physicians provide compassionate and innovative cutting-edge care for people at every stage of life at easily accessible facilities conveniently located throughout New Jersey. Backed by the vast continuum of resources of RWJBarnabas Health, the largest not-for-profit integrated health care delivery system in New Jersey and one of the largest in the nation, our dedicated physicians and expertly trained supporting staff continuously strive for clinical excellence.

We offer a great work environment, competitive rates and excellent benefits, including:

• Medical/Dental/Vision plans
• 401 (k)
• PTO
• Short & Long Term Disability
• Basic Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts

Equal Opportunity Employer