Administrative Assistant- MAT Program

Cfg Health System Llc; Newark (NJ); On-site; USD 42,000 - 65,000; Full time

Job summary

CFG Health Systems, LLC in Newark, NJ, is seeking an Administrative Assistant / Medical Office Coordinator to provide comprehensive administrative support, maintain medical and operational records, and coordinate communications among healthcare staff, administration, and correctional personnel.

The role emphasizes confidentiality, accuracy, and efficient office operations, including preparing letters, reports, minutes, payroll docs, and scheduling.

Qualifications

• High school diploma or equivalent required.
• Ability to type at least 60 words per minute.
• Familiarity with dictation, transcription, and copying equipment.
• Ability to pass all required background and security screenings.

Responsibilities

• Handle correspondence and office administration in a timely, organized manner.
• Receive, route, and distribute communications to leadership and stakeholders.
• Prepare letters, memoranda, reports, and other materials as directed.
• Distribute meeting minutes and action items to committees and staff.
• Compile clinical, operational, and administrative reports; payroll docs as needed.
• Schedule meetings, appointments, and coordinate work assignments to meet deadlines.

Skills

Typing 60 wpm

Dictation familiarity

Transcription familiarity

Security background screenings

Education

High school diploma or equivalent

Job description

Position SummaryThe Administrative Assistant / Medical Office Coordinator provides comprehensive administrative support, maintains medical and operational records, and serves as a key communication link within the healthcare unit. This role ensures efficient office operations, accurate documentation, and professional coordination among healthcare staff, administration, and correctional personnel while maintaining strict confidentiality and compliance with facility policies.Required QualificationsEducation & ExperienceHigh school diploma or equivalent requiredAbility to type a minimum of 60 words per minuteFamiliarity with dictation, transcription, and copying equipmentAbility to successfully pass all required background and security screeningsEssential Duties and ResponsibilitiesCorrespondence & Office AdministrationProcess incoming and outgoing correspondence in a timely and organized mannerReceive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriatePrepare letters, memoranda, reports, and other written materials as directedDistribute meeting minutes and action item lists to committees and staffReporting & DocumentationAccurately compile, prepare, and maintain clinical, operational, and administrative reportsPrepare payroll documentation for exempt, non-exempt, and contracted employees as requiredRecord, transcribe, and distribute minutes for committee and departmental meetingsCompile projects and reports submitted by healthcare staff at the direction of the AdministratorOrganize, classify, and file all office documents using a consistent and retrievable filing systemScheduling & CoordinationCoordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlinesNotify all required attendees of scheduled events in a timely mannerSchedule contracted physician hours as requested by the Medical DirectorMaintain and update departmental calendars to reflect current and upcoming activitiesCommunication & Interpersonal EffectivenessCommunicate clearly, professionally, and respectfully with all staffMaintain confidentiality in all written and verbal communicationsFacilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructionsInteract positively and cooperatively with correctional staff and facility personnelProfessional Development & Organizational SupportParticipate in required in-service training and continuing educationMaintain and enhance administrative and technical skills to support healthcare unit operationsSupport organizational and departmental change initiativesDemonstrate flexibility by accepting additional assignments and duties as needed to support unit goalsCompliance & Policy AdherenceAdhere to all personnel, attendance, security, and PREA policiesReport to work as scheduled and maintain dependable attendanceFollow all facility and organizational procedures to support safe and effective operationsCore CompetenciesProfessionalism and discretionStrong organizational and time-management skillsAttention to detail and accuracyEffective communication and collaborationAdaptability in a secure healthcare environmentOrganizational ExpectationsProvides a positive and professional representation of CFG Health Systems, LLC.Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and preventionMaintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practiceAdheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulationsParticipate in ongoing quality improvement activitiesCompletes required orientation as directed by the facilityFollows facility and OSHA safety rules and procedures while on assignmentFollows facility and CFG Health Systems Occurrence ProtocolUpholds HIPAA and PREA regulationsPunctual and dependable for assigned/confirmed shiftsMaintains security clearance for the assigned facilityPhysical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions.May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time.Ability to communicate and understand written and verbal communication.The employee must be able to lift and/or move up to 50 pounds.#LI-SP1