Administrative Assistant, System Medical Affairs

RWJBarnabas Health; Short Hills (NJ); On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

Medical/Dental/Vision plans

403(b)

PTO

Short & Long Term Disability

Basic Life & Accidental DeathInsurance

Tuition Reimbursement

Job summary

RWJBarnabas Health is seeking an Administrative Assistant to support the Medical Staff Department. The role entails managing calendars, coordinating meetings and travel, and preparing reports and documents for system-wide medical affairs activities.

The position requires 3–5 years of admin experience and proficiency with Microsoft Office, with a preference for candidates with healthcare administration exposure. Salary is commensurate with experience and location.

Qualifications

• 3–5 years of progressively responsible administrative support experience.
• Proficiency with Microsoft Office or comparable productivity tools.
• High school diploma or equivalent required.

Responsibilities

• Provides comprehensive administrative support to System Medical Affairs leadership.
• Manages calendars, schedules appointments, coordinates meetings, and facilitates conference calls and virtual meetings.
• Prepares routine and ad-hoc reports including compilation and formatting of information for presentations.
• Prepares meeting agendas, materials, presentations, reports, and correspondence.
• Coordinates travel arrangements, meeting logistics, room reservations, and catering.
• Maintains tracking tools related to applications, reappointments, expirable items, and committee activities.

Skills

Administrative support

Microsoft Office proficiency

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Job description

Job Title: Administrative Assistant

Location: SBC Corporation

Department Name: Medical Staff

Req #: 0000270237

Status: Salaried

Shift: Day

Pay Range: $47,800.00 - $57,500.00 per year

Pay Transparency

The above reflects the anticipated annual salary 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.

A Typical Day

The Administrative Assistant, System Medical Affairs, provides comprehensive administrative and operational support for System Medical Affairs functions, including the Credentials Verification Organization (CVO), Medical Staff Services and Performance Improvement. This position serves as a central administrative resource supporting system-level medical affairs leaders, managers, and teams across multiple functions and locations. The role is responsible for coordinating schedules, meetings, communications, documentation, data, records, projects, and administrative workflows while maintaining a high degree of confidentiality and professionalism. The Administrative Assistant works collaboratively with clinical, administrative, medical staff, quality, credentialing, and operational leaders to facilitate efficient execution of Medical Affairs activities and promote consistency across the health system. The position may support system-wide committees, medical staff governance activities, performance improvement initiatives, credentialing operations, and other strategic priorities within Medical Affairs.

• Provides comprehensive administrative support to System Medical Affairs leadership
• Manages calendars, schedules appointments, coordinates meetings, and facilitates conference calls and virtual meetings
• Assists with preparation of routine and ad-hoc reports including compilation, organization, and formatting of information for presentations and reports
• Prepares meeting agendas, materials, presentations, reports, correspondence, and other documents
• Coordinates travel arrangements, meeting logistics, room reservations, catering, and other administrative requirements as needed
• Maintains tracking tools related to applications, reappointments, expirable, committee activities, and other CVO operational priorities, as assigned
• Serves as a professional and responsive resource for physicians, advanced practice providers, medical staff leaders, administrators, employees, vendors, and other stakeholders
• Manage relationships with vendors, service providers and others and ensure on-time service delivery
• Responds to routine inquiries and directs complex or sensitive matters to the appropriate leader or subject-matter expert
• Communicates information clearly, professionally, and appropriately based on the sensitivity of the subject matter
• Establishes effective working relationships with individuals at all levels of the organization,

To Be Considered

Education Required

• High school diploma or equivalent required

Experience Required

• Minimum of 3-5 years experience of progressively responsible administrative support experience
• Demonstrated proficiency with Microsoft Office or comparable productivity applications

Education Preferred

• Associate degree in business administration, healthcare administration or related field and/or Administrative Support training/education preferred

Experience Preferred

• Experience in an academic medical center or academic health system,
• Healthcare experience preferred
• Experience supporting physicians, executives, medical staff, quality, credentialing, or other healthcare operations preferred
• Experience supporting multiple departments, facilities, or system-level functions
• Experience with medical staff governance or committee support
• Experience coordinating projects or system-wide initiatives

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

• Medical/Dental/Vision plans
• 403(b)
• PTO
• Short & Long Term Disability
• Basic Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Discounts Through our Partners
  • NJ Devils
  • NJ Performing Arts Center
  • Verizon
  • And many 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.

Equal Opportunity Employer