Job Description

Job Description

Job Title: Administrative Assistant
Requisition Id: 1531
Job Class: Clerical
Location: Franklin Township, NJ, US
Salary Range: $21.00 To $23.00 Hourly

About the Role:

This role is an Administrative Coordinator position located on-site in our Raritan location, Monday-Friday, generally from 9 am-5 pm. This is a full-time role.

The Administrative Coordinator will report to our Assistant Office Manager and work closely with the administrative team. The ideal candidate for this role will be a motivated and reliable self-starter with strong attention to detail, exceptional multitasking capabilities, and a high degree of confidentiality. If this describes you, we encourage you to apply!

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Proven experience in general administrative or clerical roles, preferably within a healthcare or social assistance setting.
• Proficiency in calendar management and scheduling software.
• Experience handling office communications.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

Preferred Qualifications:

• Familiarity with healthcare industry terminology and compliance standards such as HIPAA.
• Experience with electronic health record (EHR) systems or healthcare management software.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Previous experience arranging travel and coordinating complex itineraries.
• Excellent interpersonal skills with a demonstrated ability to work collaboratively in a team environment.

Responsibilities:

• Manage incoming mail and packages, including sorting, distributing, and scanning documents to ensure timely delivery to the appropriate individuals
• Open and review incoming correspondence to identify checks, payments, and other important documents
• Prepare and deposit all check payments (physically or electronically) in a timely manner
• Assist with resolving issues or discrepancies with deposits as well as confirming receipt of check payments as needed
• Safeguard all checks and sensitive financial information, ensuring confidentiality and secure handling
• Facilitate the smooth execution of day-to-day practice operations including, but not limited to, provider, facility, and/or patient requests, email correspondence, and phone calls
• Assist with routine administrative functions including, but not limited to, voicemails, prior authorizations, refills, billing inquiries, record requests, letters/forms, scanning, and faxing
• Coordinate and schedule on-demand telepsychiatry evaluations as well as legal evaluations as needed
• Work closely with the administrative staff to increase and maintain the efficiency of office operations and procedures
• Mitigate facility or patient concerns and office issues as they arise, when possible
• Coordinate and manage complex calendars, scheduling meetings, appointments, and events to ensure efficient use of time.
• Maintain executive and team calendars, proactively resolving scheduling conflicts and ensuring commitments are met.
• Manage travel logistics, ensuring accuracy, cost efficiency, and adherence to company policies.
• Maintain confidentiality and handle sensitive information appropriately.
• Please note that this list of responsibilities is not exhaustive and may include additional duties as required by the role and business needs

Skills:

The required skills such as general administrative abilities, calendar management, and records management are essential for organizing daily office functions and ensuring that healthcare professionals can operate without administrative interruptions. Maintaining calendars and arranging meetings require attention to detail and proactive communication to avoid scheduling conflicts and ensure all participants are informed. Managing multi-line phone systems and general office duties demands strong communication skills and the ability to prioritize incoming requests effectively. Travel arrangement skills are used to coordinate logistics that support staff development and operational needs, ensuring smooth and cost-effective travel experiences. Preferred skills like familiarity with healthcare regulations and advanced software proficiency enhance the ability to manage sensitive information securely and streamline administrative workflows, contributing to overall organizational efficiency.

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Compensation details: 21-23 Hourly Wage

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