Job Title: Administrative Assistant

Location: NEW POINT CAMPUS

Department Name: Child/Adolescent Psych Op

Req #: 0000257113

Status: Hourly

Shift: Day

Pay Range: $21.25 - $26.50 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 provides front-desk, clerical, and administrative support to the behavioral health outpatient unit. This role supports clinical and medical staff by ensuring smooth daily operations, accurate documentation handling, and high-quality patient and visitor service.

Qualifications:

Required:

• High School diploma or equivalent
• Bilingual- English and Spanish

Preferred:

• Bachelor’s Degree preferred
• 1-year related experience

Scheduling Requirements:

• Shift- Days -Varies must be flexible with hours schedule needed by department
• Monday – Friday
• Full Time

Essential Functions:

• Serves as unit receptionist by greeting, assisting, and directing patients, families, and visitors in a professional and welcoming manner
• Answers and manages unit telephone system, including transferring calls, taking messages, determining urgency, and paging staff as appropriate
• Schedules, confirms, and cancels patient appointments as directed
• Assists with patient registration, intake workflow, and verification of required demographic and insurance information
• Obtains, reviews, and ensures completion of required intake forms, consent forms, and program documentation in compliance with organizational standards
• Verifies patient insurance coverage and benefits to determine eligibility for services and communicates relevant information to clinical staff
• Enters, uploads, organizes, and maintains patient documents within the electronic medical record (EMR) in designated locations
• Provides general administrative support including typing, photocopying, scanning, and faxing for clinical and medical staff
• Coordinates incoming and outgoing mail, including certified mail, legal documents, and communication with courier/messenger services
• Receives, sorts, distributes, and files incoming faxes in accordance with HIPAA and departmental procedures
• Coordinates shipment of clinical, legal, and administrative documentation to external agencies and child-serving systems as required
• Maintains organized and orderly office and front desk areas, ensuring supplies and materials are stocked and accessible
• Assists with ordering, tracking, receiving, and stocking office and clinical supplies,
• Provides coverage and administrative support to other clerical areas within the unit as needed
• Completes data entry tasks and special projects assigned by the unit director or leadership team
• Communicates relevant observations, occurrences, and operational concerns to appropriate staff members in accordance with department procedures,
• Performs all other duties 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 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.