Coordinator Administrative, Department of Neuroscience in Livingston, New Jersey at RWJBarnabas Health

Job Title: Coordinator Administrative

Location: Ambulatory Care Center

Department Name: Department of Neuroscience

Req #: 0000269151

Status: Hourly

Shift: Day

Pay Range: $23.50 - $30.00 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.

As a Coordinator Administrative provides high-level administrative and operational support to the Assistant Vice President of Neurology and Neurosurgery, and physician leaders in department. Serves as a central point of coordination for executive priorities, departmental activities, physician communications, and administrative workflows. Anticipates needs, exercises sound judgment, and independently manages assigned responsibilities to protect leadership time and improve departmental efficiency.

As a Coordinator Administrative typical day might include the following:

• Managing a complex executive calendar, prioritize requests, resolve conflicts, and coordinate meetings across hospital and system leadership, physicians, and clinical teams
• Reviewing upcoming commitments and preparing relevant materials; anticipating scheduling needs, deadlines, and follow-up requirements
• Monitoring delegated email and correspondence, identifying urgent matters, draft routine responses, and escalate issues using established priorities and communication pathways
• Serving as a professional liaison for internal and external stakeholders while maintaining discretion and confidentiality
• Scheduling through completion, including invitations, rooms, virtual access, audiovisual readiness, agendas, and advance distribution of materials
• Attending designated meetings, preparing accurate minutes capturing decisions and action items, and distributing them within agreed timelines
• Maintaining action trackers with owners and due dates; independently follow up, provide status updates, and escalate delays
• Coordinating recurring committees, attendance records, presentations, and meeting documentation; support timely meeting starts
• Drafting, editing, proofread, and format correspondence, reports, policies, spreadsheets, and presentations using Word, Excel, and PowerPoint
• Maintaining organized electronic files and version control for meeting records, departmental documents, physician correspondence, and other confidential materials
• Compiling information supplied by clinical and operational teams into clear reports and leadership briefing materials; verify completeness and identify missing information
• Maintaining trackers for departmental initiatives, approvals, signatures, and deadlines; coordinate administrative next steps and communicate outstanding needs
• Coordinating the ADP and payroll coordinator as assigned, including collecting and reviewing timekeeping information, following up on discrepancies, and routing items for authorized approval
• Coordinating as administrative site coordinator for medical students, coordinating schedules, onboarding requirements, communications, and documentation with designated education partners,
• Supporting recruitment and onboarding logistics for physicians, advanced practice providers, and other staff; coordinating required paperwork with the departments responsible
• Coordinating purchasing, invoices, expense submissions, travel arrangements, and departmental events as assigned, following organizational approval processes
• Supporting preparation and organization of administrative documentation for regulatory, accreditation, quality, and educational activities
• Managing competing priorities independently, seeking focused clarification when needed, and completing routine assignments without repeated reminders or step-by-step direction
• Identifying barriers early, propose practical solutions, and communicate changes in priorities or timelines before deadlines are missed
• Adapting to evolving service needs, learning new systems and processes, and maintaining confidentiality of patient, personnel, financial, and organizational information

This Administrative Coordinator might be for you if:

• You enjoy working in a fast-paced healthcare environment where no two days are the same
• You thrive on staying organized and balancing multiple priorities.
• You communicate clearly and professionally with patients, families, physicians, and colleagues
• You take pride in providing outstanding customer service and compassionate support
• You are comfortable using computers and learning electronic health record systems.
• You enjoy being part of a collaborative team dedicated to delivering exceptional patient care
• You're seeking a healthcare career where your organizational skills directly support clinical excellence

To be considered for this position, candidates must have a high school diploma or equivalent. Associate or bachelor’s degree preferred. Strong communication, organizational, multitasking, and computer skills are essential, as is the ability to work effectively in a collaborative healthcare environment. With experience in administrative support in healthcare, supporting senior leaders or complex department required. Familiarity with ADP preferred. Demonstrates proficiency in Microsoft Office Suite, including outlook, Word, Excel, PowerPoint, Adobe Acrobat. Full Time from 8:00am-4:00pm Monday-Friday.