Job Overview:
Provides secretarial/administrative support directly to clinical faculty and senior staff exercising confidentiality. Using business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Receives, screens, and directs incoming calls, patients, mail and email. Maintains files, records, calendars, arranges business travel, coordinates meeting arrangements and tracks expenses.
Qualifications:
Required:
- A high school diploma or equivalent is required.
- Knowledge of standard office work, including filing, phone skills, computer skills and schedule management.
Preferred:
- Associates or Bachelor s degree preferred.
- Three (3) years of administrative experience working in a very busy medical office or transplant center is strongly preferred.
- Medical terminology and dictation skills are strongly preferred.
Scheduling Requirements:
Essential Functions:
- Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries. The ability to answer a high volume of calls promptly and in a courteous manner for a multidisciplinary disease teams. Meets telephonic benchmarks via an automated call distribution system as outlined by leadership teams. Appropriately triages and clearly translates phone calls and other requests such as emails, portal requests, etc. to the appropriate individual. Confirms patient appointments.
- Performs follow-up services for patients in a prompt and courteous manner, such as scheduling or canceling appointments and obtaining copies lab results or specialist reports. Files, scans, and maintains documents in the EMR. Proficient use of EMR to navigate and communicate patient and staff requests. Ensures referring MD documentation is sent promptly. Undertakes routine writing and editing assignments; generates correspondence for signature; maintains mailing lists.
- Responsible for processing purchase orders, check requests, travel reimbursements and subscriptions. Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed. Responsible for confirming schedule of appointments, proactively addressing conflicts and managing the daily calendar of the assigned clinical faculty and senior staff, applying informed independent judgment to help manage time. Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc. Maintains the assigned Faculty s Curriculum Vitae and Bio sketch, accurately and currently, in accordance with University and NIH standards.
- Analyzes and organizes administrative procedures and workflow; recommends improvements as necessary. Organizes projects and handles multiple tasks. Assists in planning and executing projects that relate to the assigned clinical faculty and senior staff, other responsibilities. Serves as a back up to the Automated Call Distribution (ACD) line.
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 market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.
- Paid Time Off (PTO)
- Medical and Prescription Drug Insurance
- Dental and Vision Insurance
- Retirement Plans
- Short- & Long-Term Disability
- Life & Accidental Death Insurance
- Tuition Reimbursement
- Health Care/Dependent Care Flexible Spending Accounts
- Wellness Programs
- Voluntary Benefits (e.g., Pet Insurance)
- Discounts through our partners, such as NJ Devils, NJ PAC, 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.
Equal Opportunity Employer
