Administrative Assistant

RWJBarnabas Health; New Brunswick (NJ); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Paid Time Off

Tuition reimbursement

Health insurance

Dental and vision

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 the Chief of the Department. You will manage complex calendars, coordinate Tumor Board activities, and assist with billing, purchasing, and departmental operations.

The role requires organized, proactive, and detail-oriented individuals who thrive in a fast-paced healthcare setting and can communicate effectively with physicians,

Qualifications

• 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

Responsibilities

• 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

Skills

Administrative support

Calendar management

Communication

Patient coordination

Education

High School Diploma

Associate or Bachelor's (preferred)

Tools

EPIC

Microsoft Office

Job description

Job Title: Administrative Assistant

Location: Morris Cancer Center

Department Name: MCC ONC Provider Admin

Req #: 0000264728

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.

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.

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.