Administrative Assistant at RWJBarnabas Health – West Orange, New Jersey

Job Title: Administrative Assistant

Location: Cooperman Barnabas Medical Ctr

Department Name: Pediatric Specialty Ctr

Req #: 0000237687

Status: Hourly

Shift: Day

Pay Range: $21.69 - $30.64 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:
The Administrative Assistant for the Pediatric Specialty Center provides high-level administrative and operational support to ensure the efficient functioning of the department’s research and clinical activities. This role is responsible for managing calendars, coordinating internal and external meetings, preparing agendas and meeting materials, and documenting minutes and follow-up actions. The Administrative Assistant performs extensive data entry related to research studies and registries, maintains organized filing systems for accurate and timely retrieval of information, and assists with departmental communications, including phone coverage and appointment scheduling. The position requires strong organizational skills, attention to detail, and the ability to prioritize tasks while handling sensitive information with professionalism and confidentiality.

Qualifications:

Required:

• High School Diploma or Equivalent
• Minimum of two years prior experience operating in an administrative support capacity
• Working knowledge of Microsoft Office/Outlook and other comparable programs required with expertise in Excel

Preferred:

• College Degree
• Healthcare Experience

Scheduling Requirements

• Working Shift: Monday – Friday
• Day Shift:
  • Monday, Wednesday, & Thursday: 8:00AM-5:30PM
  • Tuesday, 9:00AM-7:30PM
  • Friday: 8:00AM-2:30PM
• Full-Time, 40 Hours Per Week

Essential Functions:

• Attend meetings as required
• Prepares agendas, meeting notices, minutes, distributions, etc. as necessary
• Extensive Data Entry
• Will use technology to arrange and operate virtual meetings using Zoom
• Attends meetings as required
• Organized work sets priorities with a minimum of supervision and seeks guidance as appropriate
• Maintains a filing system for the Research Division and a 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
• Provides data entry for the Department’s Research Studies/Registries
• Any queries as needed from the sponsor
• Participates in overall telephone coverage on behalf of the department in a professional and courteous manner
• Assists with telephone coverage for the department, including scheduling of appointments
• Provides administrative assistance in a responsible, tactful and confidential manner

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 employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and 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.