Administrative Assistant, Department of Pediatrics

Job Title: Administrative Assistant

Location: Newark Beth Israel Medical Ctr

Department Name: Department of Pediatrics

Req #: 0000257879

Status: Hourly

Shift: Day

Pay Range: $20.00 - $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:

The Administrative Assistant functions as a central point of contact for physicians, academic faculty, hospital leadership, staff, patients, families, community partners, and external organizations. The position requires exceptional organizational skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple competing priorities in a fast-paced academic healthcare environment. The Administrative Assistant is responsible for complex calendar management, meeting and event coordination, document preparation, departmental communications, office administration, and support of strategic initiatives that advance the mission and goals of the Children s Hospital.

Qualifications:

Required:

• High School Diploma or equivalent
• Two (2) to five (5) years of progressively responsible administrative support experience in a healthcare, academic, physician practice, or business environment
• Demonstrated proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams

Preferred

• Associate s or Bachelor s degree,
• Experience supporting senior executives, physician leaders, department chairs, or academic faculty

Scheduling Requirements:

• Shift- 8:00am-4:00pm
• Monday-Friday
• Full Time

Essential Job Functions

• Manage complex and dynamic calendars for the Department Chair and Assistant Vice President, balancing competing priorities while ensuring efficient use of executive time,
• Coordinate and schedule meetings, interviews, leadership rounds, faculty appointments, conferences, committee meetings, and special events
• Arrange meeting logistics including conference room reservations, virtual meeting platforms, agendas, presentation materials, catering, and attendee communications
• Anticipate scheduling conflicts and proactively resolve issues to support operational effectiveness
• Coordinate travel arrangements, conference registrations, lodging, transportation, and related expense documentation,
• Organize and support departmental, medical staff, faculty, and leadership meetings
• Prepare agendas, meeting materials, presentations, and supporting documentation
• Record, distribute, and maintain meeting minutes and action-item tracking as appropriate,
• Coordinate onboarding interviews, recruitment activities, faculty visits, and departmental events
• Assist in planning educational programs, physician meetings, community outreach activities, and recognition events
• Serve as the primary administrative point of contact for the department
• Coordinate daily office operations to ensure efficient workflow and responsiveness
• Monitor, order, and maintain office and departmental supplies and equipment inventory
• Liaise with vendors, facilities management, information technology, and other support departments to address operational needs
• Manage incoming communications and direct inquiries to appropriate individuals or departments
• Draft, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, policies, and executive communications,
• Maintain confidentiality and safeguard sensitive personnel, physician, patient, and organizational information,
• Prepare professional communications on behalf of department leadership for internal and external audiences
• Develop and maintain organized electronic and paper filing systems to organizational databases
• Generate reports and assist leadership with data collection, tracking, and presentation preparation
• Maintain departmental records, faculty information, committee rosters, and operational documentation
• Utilize enterprise applications and systems, including payroll, PeopleSoft, human resources, and other hospital software platforms, ensuring data accuracy and completeness

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.