Administrative Assistant

Job Title: Administrative Assistant

Location: Morris Cancer Center

Department Name: Cancer Ctr-Admin

Req #: 0000222963

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:
Provide internal and external coordination, management and oversight of all administrative activities to support assigned clinical faculty and senior staff. Deadline/task orientated with a great sense of urgency, high energy, proactive, requiring little direction, takes responsibility. Organized and structured, strong follow-up skills, excellent written and verbal communication skills. Must be a strong team player and assist other departments/staff. The ideal candidate must demonstrate tact, the highest integrity, maturity, professionalism, and respect for others, both internally and externally, and demonstrate discretion with sensitive information. Maintains all faculty office IT needs. Proficient with typing letters, memos, reports and minutes.

Qualifications:

Required:

• High School Diploma or Equivalent
• Minimum 5 years of administrative support experience within a healthcare or academic medical setting
• Experience supporting physicians, medical leaders, or executive-level staff
• Proven calendar management experience, including coordinating complex schedules with multiple providers
• Working knowledge of insurance, referrals, billing, and basic revenue cycle processes
• Experience managing provider expenses, reimbursements, and departmental purchasing workflows
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with EMR systems (e.g., EPIC)
• Excellent written and verbal communication skills; ability to interact professionally with physicians, patients, leadership, and internal departments
• Ability to handle confidential information and maintain professionalism at all times
• Strong organizational skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment

Preferred:

• Associate's Degree or Bachelor's Degree
• Prior experience with tumor board coordination, clinical meeting logistics, or physician scheduling

Scheduling Requirements:

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

Essential Functions:

• Provides high-level administrative support to Oncology providers and the Chief of the Department, ensuring seamless daily operations
• Manages complex calendars, including patient meetings, provider schedules, Tumor Board sessions, departmental events, and cross-disciplinary meetings
• Coordinates and prepares Tumor Board materials, including case lists, imaging requests, pathology reports, and distribution of agendas; ensures timely communication with multidisciplinary teams
• Oversees patient communication, including appointment reminders, follow-ups, provider messages, and routing clinically appropriate information to clinical staff
• Handles expense management, including processing reimbursements, reconciling invoices, and managing departmental procurement requests
• Supports billing processes, including charge capture assistance, obtaining necessary documentation, and following up on outstanding items with providers or staff
• Assists with onboarding and orientation activities for new providers and administrative staff
• Drafts, edits, and prepares correspondence, reports, presentations, and meeting minutes for departmental and leadership use
• Serves as the administrative point of contact for internal and external stakeholders, ensuring inquiries are triaged and responded to promptly
• Maintains organized systems for departmental files, regulatory documentation, compliance records, and meeting archives
• Ensures timely preparation and distribution of materials for committees, conferences, and specialty meetings
• Performs routine clerical tasks including scanning, faxing, data entry, mail distribution, and supply management
• Supports continuous process improvement by identifying workflow issues and recommending solutions to enhance departmental efficiency
• Performs other related duties as assigned to support the Oncology department and Chief's office

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.