Administrative Assistant

RWJBarnabas Health

Lincoln Park (NJ)

On-site

USD 33,000 - 39,000

Full time

10 days ago

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Benefits offered by this job

Paid Time Off

Health Insurance

Dental & Vision Insurance

Retirement Plans

Tuition Reimbursement

Job summary

RWJBarnabas Health is seeking an Administrative Assistant - Oncology at the Morris Cancer Center to provide high-level administrative support to Oncology providers and department leadership. The role involves coordinating calendars, Tumor Board activities, and handling sensitive information with discretion.

You will liaise with physicians, staff, and external partners, manage scheduling, billing support, and onboarding for new providers, contributing to efficient departmental operations in a

Qualifications

High School Diploma or equivalent
Minimum five years of admin support in healthcare/academic setting
Experience supporting physicians or executive-level staff
Experience managing complex calendars with multiple providers
Knowledge of insurance, referrals, billing, and basic revenue cycle
Experience managing provider expenses, reimbursements, purchasing workflows
Proficiency with Microsoft Office Suite (Outlook/Word/Excel/PowerPoint)
Familiarity with EMR systems such as EPIC
Strong typing; ability to prepare letters, memos, reports, minutes
Excellent written and verbal communication
Strong organizational, prioritization, multitasking, follow-up
Ability to meet deadlines with urgency
Manage confidential information with professionalism
Associate's or Bachelor's degree preferred
Experience with Tumor Board coordination or physician scheduling preferred

Responsibilities

Provide high-level administrative support to Oncology providers and the Chief of the Department
Manage complex calendars and schedules for providers and Tumor Board sessions
Coordinate Tumor Board activities and prepare case lists, imaging requests, pathology reports, agendas
Communicate with multidisciplinary teams to distribute Tumor Board information timely
Support patient communication, including appointment reminders and routing of clinical information
Process provider and departmental expenses, reimbursements, invoices, and procurement
Support billing and basic revenue cycle activities, including charge capture assistance
Assist with onboarding for new providers and administrative team members
Draft, edit letters, memos, reports, presentations, and meeting minutes
Serve as administrative contact for internal and external stakeholders
Maintain departmental files, regulatory documentation, and meeting archives
Prepare materials for committees, conferences, and departmental activities
Coordinate administrative needs across departments and maintain relationships
Maintain IT needs for faculty offices; handle general clerical tasks

Skills

Calendar management

Healthcare admin experience

Communication

Microsoft Office

EPIC EMR

Billing and revenue cycle

Organizational skills

Discretion & confidentiality

Education

High School Diploma or equivalent

Associate's degree preferred

Bachelor's degree preferred

Tools

EPIC

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Administrative Assistant

Location: Morris Cancer Center

165 Somerset Street, New Brunswick, NJ 08901

Department: MCC ONC Provider Admin

Status: Hourly

Shift: Day

Pay Range: $23.68 - $28.42 per hour

Pay Transparency: The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

Contract Type: Full-Time

Working Shift: Monday - Friday

Shift: Day Shift

Full-Time, 40 Hours Per Week

Setting the Stage

Supporting an Oncology department requires more than traditional administrative support. It takes someone who can anticipate needs, manage competing priorities, communicate effectively with physicians and leadership, and keep complex administrative processes moving forward.

RWJBarnabas Health is seeking an experienced Administrative Assistant - Oncology to provide high-level administrative support to Oncology providers and the Chief of the Department. This position will coordinate and oversee administrative activities that support clinical faculty and senior staff while serving as an important point of contact for patients, physicians, leadership, and internal and external partners.

From managing complex provider schedules and coordinating Tumor Board activities to supporting billing, expenses, purchasing, and departmental operations, this position is ideal for an experienced healthcare administrative professional who is organized, proactive, detail-oriented, and comfortable working with a high degree of urgency and independence.

A Typical Day

As the Administrative Assistant, you may:

Provide high-level administrative support to Oncology providers and the Chief of the Department to support seamless daily operations
Manage complex calendars and schedules, including provider schedules, patient meetings, Tumor Board sessions, departmental events, and cross-disciplinary meetings
Coordinate Tumor Board activities and prepare case lists, imaging requests, pathology reports, agendas, and other required materials
Communicate with multidisciplinary teams to ensure Tumor Board information and materials are distributed in a timely manner
Support patient communication, including appointment reminders, follow-up activities, provider messages, and appropriate routing of clinical information to clinical staff
Process provider and departmental expenses, reimbursements, invoices, and procurement requests
Support billing and basic revenue cycle activities, including charge capture assistance, obtaining necessary documentation, and following up on outstanding items with providers and staff
Assist with onboarding and orientation activities for new providers and administrative team members
Draft, edit, and prepare letters, correspondence, reports, presentations, memos, and meeting minutes
Serve as an administrative point of contact for internal and external stakeholders and ensure inquiries are appropriately triaged and addressed
Maintain organized departmental files, regulatory documentation, compliance records, and meeting archives
Prepare and distribute materials for committees, conferences, specialty meetings, and other departmental activities
Coordinate administrative needs across departments and maintain effective working relationships with faculty, leadership, and staff
Maintain and coordinate faculty office IT needs
Perform administrative and clerical responsibilities including scanning, faxing, data entry, mail distribution, and supply management
Identify workflow challenges and recommend solutions that may improve departmental efficiency
Provide support to other department staff as needed

This Role Might Be For You If...

You're highly organized and naturally keep track of details, deadlines, and follow-up items
You thrive in a fast-paced healthcare or academic medical environment where priorities can change throughout the day
You're proactive, take ownership of your responsibilities, and can work effectively with minimal direction
You understand the urgency that can come with supporting physicians, clinical leaders, and a busy Oncology department
You're comfortable managing complex calendars involving multiple providers and competing schedules
You communicate professionally and effectively with physicians, patients, leadership, staff, and external stakeholders
You're a strong team player who is willing to step in and assist other members of the department
You can handle confidential and sensitive information with the highest level of discretion, professionalism, maturity, and integrity
You're comfortable working with administrative processes involving insurance, referrals, billing, reimbursements, purchasing, and basic revenue cycle functions
You have strong follow-through and can manage several priorities without losing sight of important details or deadlines

To Be Considered

Candidates must have:

High School Diploma or equivalent
Minimum of five years of administrative support experience within a healthcare or academic medical setting
Experience supporting physicians, medical leaders, or executive-level staff
Demonstrated experience managing complex calendars and coordinating schedules involving multiple providers
Working knowledge of insurance, referrals, billing, and basic revenue cycle processes
Experience managing provider expenses, reimbursements, and departmental purchasing workflows
Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Familiarity with electronic medical record systems, such as EPIC
Strong typing skills and the ability to prepare letters, memos, reports, and meeting minutes
Excellent written and verbal communication skills
Strong organizational, prioritization, multitasking, and follow-up skills
Ability to meet deadlines and work with a strong sense of urgency in a fast-paced environment
Ability to appropriately manage confidential and sensitive information while consistently demonstrating professionalism
Associate's or Bachelor's degree is preferred
Previous experience with Tumor Board coordination, clinical meeting logistics, or physician scheduling is preferred

Scheduling Requirements

Working Shift: Monday - Friday
Shift: Day Shift
Full-Time, 40 Hours Per Week

Why RWJBarnabas Health?

At RWJBarnabas Health, our employees are at the heart of everything we do. Through our Total Wellbeing promise, we offer comprehensive resources designed to support the physical, emotional, financial, personal, career, and community wellbeing of our employees.

Our benefits and resources include Paid Time Off, retirement plans, medical and prescription drug coverage, dental and vision insurance, disability and life insurance, paid parental leave, tuition reimbursement, student loan planning support, Flexible Spending Accounts, wellness programs, voluntary benefits, community and volunteer opportunities, and employee discounts through participating partners.

As New Jersey's leading academic health system, RWJBarnabas Health is committed to providing patient-centered, high-quality academic medicine while advancing patient care, education, and research. Our teams work together to create healthier communities and improve the lives of the patients and families we serve.

Join our Oncology team and bring your organization, initiative, and administrative expertise to work that supports our providers and the patients who depend on them.

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.