Administrative Assistant, System Medical Affairs

RWJBarnabas Health

West Orange (NJ)

On-site

USD 48,000 - 58,000

Full time

23 hours ago

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Benefits offered by this job

PTO

Medical/Dental/Vision insurance

Retirement Plans

Tuition Reimbursement

Wellness Programs

Discounts Through Partners

Job summary

RWJBarnabas Health Corporate Services in New Jersey seeks an Administrative Assistant to support System Medical Affairs leadership and related departments. The role requires coordinating calendars, meetings, reports, and communications, while maintaining confidentiality and professionalism.

You will interact with physicians, administrators, and vendors, coordinate travel, prepare materials, and manage various tracking tools.

Qualifications

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

Responsibilities

Provide comprehensive administrative support to System Medical Affairs leadership.
Manage calendars, schedule appointments, coordinate meetings and virtual calls.
Prepare routine and ad-hoc reports, presentations and correspondence.
Coordinate travel arrangements and meeting logistics.
Maintain tracking tools for applications, reappointments, expirables, and committee activities.
Serve as a professional resource for physicians, staff, and vendors.

Skills

Administrative support

Microsoft Office

Education

High school diploma or equivalent

Associate degree in business administration or related field (preferred)

Tools

Microsoft Office

Job description

Category: Clerical / Administrative

Status: Full-Time

Shift: Day

Facility: RWJBarnabas Health Corporate Services

Department: Medical Staff

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

Location: 95 Old Short Hills Road, West Orange, NJ 07052

Job Title: Administrative Assistant

Location: SBC Corporation

Department Name: Medical Staff

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, 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

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