Administrative Assistant Supervisor

Cooper University Health Care; Camden (NJ); On-site; USD 40,000 - 66,000; Full time

Job summary

Cooper Norcross Health in Camden, NJ seeks an Administrative Assistant Supervisor to lead a team of administrative assistants and supervise timekeeping, scheduling, and patient documentation. You will coordinate special projects with senior leadership and ensure operational continuity across disease sites.

Responsibilities include staff coaching, performance reviews, onboarding, and maintaining HIPAA-compliant records.

Qualifications

• 0-2 years of experience in administrative roles.
• High School Diploma required; Bachelor's degree preferred.
• Experience with medical records and HIPAA is desirable.

Responsibilities

• Coordinate and lead special projects under the Director and AVP, ensuring alignment with priorities.
• Directly supervise and mentor a team of 7 administrative assistants with performance management.
• Oversee timekeeping, attendance, PTO, and scheduling across disease sites.
• Conduct annual performance reviews and support staff development.
• Manage workflows across disease sites and ensure cross-coverage.
• Serve as escalation point for scheduling with physicians, nurses, and staff.
• Maintain medical records and patient intake documentation, HIPAA compliance.
• Onboard/train new administrative staff and support EHR proficiency.

Education

High School Diploma

Bachelor's degree Preferred

Job description

About Us

Cooper Norcross Health, formerly Cooper University Health Care, is a leading academic health system affiliated with Cooper Norcross Medical School of Rowan University. Headquartered in Camden, New Jersey, Cooper Norcross Health has revenues of more than $3 billion and an A+ credit rating from both S&P and Fitch Ratings.

Cooper Norcross Health has nearly 14,000 team members, including more than 2,200 nurses, more than 1,200 employed physicians representing 95 specialties and subspecialties, and more than 700 advanced practice providers.

The health system operates MD Anderson Cancer Center at Cooper as well as four hospitals – its 663-bed flagship Cooper Norcross University Hospital in Camden, its 229-bed Cooper Norcross University Hospital Cape Regional in Cape May Court House, Children’s Hospital at Cooper Norcross Health in Camden, and The Recovery Village Cherry Hill at Cooper, a substance abuse rehabilitation and inpatient treatment facility, in partnership with Advanced Recovery Systems.

Cooper Norcross University Hospital in Camden is the only Level 1 Trauma Center in South Jersey and the busiest in the region. The hospital has been recognized as a top-performing regional hospital by U.S. News & World Report’s Best Hospitals annual survey for eight years.

More than 2.54 million patients visit Cooper Norcross Health facilities annually. Its ambulatory network encompasses three outpatient surgery centers, seven urgent care centers, a wound care center, and more than 130 physician, physical therapy, and radiology offices extending from the Delaware River to the New Jersey shore.

Cooper Norcross Health, a not-for-profit health system, was named one of America’s Best Large Employers for 2026 by Forbes, ranking among the top 200 in the nation. Visit CooperHealth.org to learn more.

Short Description

The Administrative Assistant Supervisor provides direct supervision and leadership for a team of administrative assistants, ensuring efficient, standardized operations across multiple disease sites. This role is responsible for staff management, workflow coordination, and higher‑level administrative oversight in support of clinical and non‑clinical functions. The position plays a critical role in supporting patient care delivery, maintaining operational continuity, and leading special projects at the direction of departmental leadership in a fast‑paced healthcare environment.

• Coordinate and lead special projects at the direction of the Director and AVP, ensuring alignment with organizational priorities, timely execution, and cross–disease-site collaboration.
• Directly supervise, manage, and mentor a team of 7 administrative assistants, providing day‑to‑day oversight, guidance, and performance management while ensuring coverage, consistency, and adherence to departmental and organizational standards.
• Oversee timekeeping and attendance management, including timecard review and approval, PTO coordination, schedule adjustments, and ensuring compliance with labor policies and institutional requirements.
• Conduct annual performance reviews and ongoing evaluations, including goal setting, feedback, coaching, corrective action when necessary, and professional development planning for administrative staff.
• Coordinate administrative assistant workflows across disease sites at a strategic level, ensuring standardized processes, appropriate workload distribution, cross-coverage, and alignment with disease‑site priorities and clinical operations.
• Serve as the primary escalation point for coordination of complex scheduling/reschedules for physicians, nurses, and clinical staff, including patient appointments, and meetings.
• Manage medical records, patient intake documentation, and ensure compliance with HIPAA and other healthcare privacy standards across disease sites.
• Serve as a liaison between administrative staff, clinical teams, and external partners to facilitate communication and operational efficiency.

• Onboard and train new administrative staff, ensuring familiarity with electronic health record (EHR) systems and healthcare procedures.
• Prepare and maintain reports, correspondence, and documentation related to patient care, billing, and departmental operations.
• Support the planning and execution of departmental meetings, audits, and accreditation processes.
• Monitor inventory of medical and office supplies and coordinate with vendors for procurement.

Handle sensitive patient and organizational information with discretion and professionalism. Ensure compliance with HIPAA and all regulatory requirements.

Prompt response to team members in assisting patients with scheduling. Communicating to the team and patients. Assisting with record keeping and reports.Complies with all system and departmental policies and procedures; i.e., completes all related documentation.

Attends annual mandatory in‑services.

Works efficiently, is flexible, and sets priorities.

Maintains active and current professional credentials.

Back‑up other staff during vacations, etc. when qualified by education and credentials.

Performs other duties and functions necessary for the maintenance of efficient, economic, and quality operation of the department and system.

Orders supplies and maintains supply needs of the department

Performs all related duties or special projects as assigned/required.The above are guidelines for the position but are not necessarily a delineation of all the actions/duties necessary to the job.

Experience Required

0-2 Years

Education Requirements

HIGH SCHOOL Diploma

Bachelor's degree Preferred

Salary Min ($)

USD $29.00

Salary Max ($)

USD $48.00