Job Overview:

The Administrative Assistant provides administrative/secretarial support to the Chairman, Administrative Director and Chief of General Pediatrics of the Department of Pediatrics. Performs diversified administration and secretarial functions for the efficient operation of the department.

Qualifications:

Required:

• Associate degree in secretarial science or equivalent education/experience.
• Typing skill of 60+ wpm.
• Excellent word processing and computer skills
• Knowledge of medical terminology.
• Significant previous secretarial experience.
• Good communication skills, verbal and written.
• Successful completion of all Orientation Programs.

Preferred:

• Experience with Epic

Scheduling Requirements:

• Shift Working: 9:00am-5:00pm
• Day Shift
• Full-Time, 37.5 Hours Per Week

Essential Functions:

• Acts as liaison between Chairman and/or Administrative Director and hospital administration for purposes of coordinating the administrative activities of the department, which include making decisions within the authorized scope or referring to appropriate decision maker.
• Assists Chair in literature searches via internet or Medical Library.
• Coordinates all aspects of Grand Rounds—arranges transportation and lodging for speaker, arranges equipment/AV needs.
• Coordinates departmental functions to include reserving space and securing refreshments.
• Coordinates secretarial responsibilities for Chair and Chief of General Pediatrics to include, but not limited to, scheduling and coordination of meetings, typing of slides for presentations, screening telephone calls.
• Distributes physicians Temporary Privileges letter, Delineation of Privileges, physician packets for Chair’s signature.
• Maintains and ensures security of confidential files (e.g. medical records, staff files and legal information).
• Oversees scheduling of students requesting Sub 1 rotations.
• Prepares and distributes monthly Resident Schedule, Continuity Clinic Schedule, and Service Schedules.
• Prepares mailings and schedules monthly department meetings; prepares and distributes minutes of those meetings.
• Responds to inquiries or reassign to appropriate party or department takes and delivers complete messages. Refers to the appropriate party or department.
• Schedules patient appointments with departmental Chair; schedules appropriate tests; maintains patients’ medical files.
• Takes notes and transcribes and distributes minutes of PICU, Asthma, and Administrative Meetings.

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.

Equal Opportunity Employer