Administrative Assistant, Structural Heart Surgery Program

RWJBarnabas Health

New Brunswick (NJ)

On-site

USD 29,000 - 36,000

Full time

5 days ago

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Benefits offered by this job

Paid Time Off

Retirement Plans

Medical and Prescription Drug Coverage

Dental and Vision Insurance

Disability and Life Insurance

Tuition Reimbursement

Wellness Programs

Pet Insurance Discounts

Job summary

RWJBarnabas Health is seeking an Administrative Assistant to support the Structural Heart Surgery program at the Main Hospital in New Brunswick. You will manage referrals, patient lists, and care coordination using EPIC SH Navigator, ensuring timely documentation and smooth scheduling.

The role requires inpatient hospital experience, strong MS Office skills, excellent communication, and the ability to coordinate across departments in a fast-paced environment. 40-hour weekdays, in New Jersey.

Qualifications

Experience in an acute inpatient setting.
Proficient in Microsoft Word for Windows, PowerPoint, Excel, and Outlook.
Excellent communication skills and ability to meet deadlines and manage projects.
Strong anticipation and forward thinking; ability to interact across levels with internal and external stakeholders.

Responsibilities

Referral tracking and reporting to monitor program volume and growth.
EPIC / SH Navigator usage to document patient info and care coordination.
Maintain running Structural Heart patient list and ensure scheduling needs are met.
Process imaging and data for valve sizing and procedural planning.
Coordinate device/program details for TAVR, Edwards, M3, EVOQUE, PASCAL, Abbott techs.

Skills

Acute inpatient setting

Microsoft Word (Windows)

PowerPoint

Excel

Outlook

Communication skills

Deadline management

Project coordination

Education

Bachelor Degree

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Job description

Administrative Assistant, Structural Heart Surgery Program

Req #: 0000237506

Category: Clerical / Administrative

Status: Full-Time

Shift: Day

Facility: RWJ New Brunswick

Department: Heart Center Of NJ

Pay Range: $21.00 - $26.00 per hour

Location: One Robert Wood Johnson Place, New Brunswick, NJ 08901

Job Title: Administrative Assistant

Location: Main Hospital - New Brunswick

Department Name: Heart Center Of NJ

Req #: 0000237506

Status: Hourly

Shift: Day

Pay Range: $21.00 - $26.00 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

Robert Wood Johnson University Hospital is seeking an Administrative Assistant to perform high-level functions for the Structural Heart Surgery program.

Qualifications

Required:

Experience working in an acute inpatient setting
Detailed knowledge and experience in Microsoft Word for Windows, Power Point, Excel, and Outlook Microsoft Office
Excellent communication skills, ability to meet deadlines and manage projects,
Strong anticipation skills and forward thinking, excellent communication skills,
Able to interact at all levels with internal and external

Preferred:

Bachelor Degree
Experience in a large academic medical center

Scheduling Requirements

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

Key Responsibilities

Referral Tracking and Reporting
Maintain accurate tracking of all Structural Heart referrals, including the referring cardiologist, patient status, and referral source. Prepare monthly and quarterly referral breakdowns to help monitor program volume, referral patterns, and areas for growth.
EPIC / SH Navigator Utilization
Support consistent and accurate use of the Structural Heart Navigator within EPIC to ensure patient information, milestones, and care coordination details are properly documented and easily accessible to the care team.
Patient List Management
Review and maintain the running Structural Heart patient list to ensure that no patients fall through the cracks. Monitor patient status, pending testing, consults, imaging, and scheduling needs to help keep the procedural schedule fully booked, with particular attention to tricuspid and mitral patients.
Imaging and Valve Sizing Coordination
Submit, scan, and upload CAT scans and other required imaging into the appropriate databases in a timely manner to support valve sizing and procedural planning.
Device and Program Coordination
Assist with coordination and documentation related to Structural Heart procedures and device platforms, including but not limited to TAVR, Edwards, M3, EVOQUE, PASCAL, Abbott, and other applicable valve technologies.
Interdepartmental Communication
Help facilitate communication and alignment between PATs, the Cath Lab, and the Operating Room. Coordinate meetings as needed to ensure all departments are informed of patient flow, procedural expectations, and day‑of‑service logistics.
Day‑of‑Service Patient Flow
Ensure that all involved parties understand where each patient should report on the day of service and that patients receive clear and accurate instructions based on their specific procedure type, including TAVR, TEER, MitraClip/Clip, and other Structural Heart procedures.
Clinic Support and Continuity of Care
Attend Monday clinic to support continuity of care, assist with patient coordination, and ensure follow‑up needs, testing, and next steps are clearly communicated and documented.
Clinical Assessment Collection
Collect and administer required patient assessments, including KCCQ questionnaires and walk tests, during clinic visits as part of the Structural Heart evaluation and follow‑up process.

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.

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