Medical Secratary

Medical Staff Administrative Assistant

Position Summary

The Medical Staff Administrative Assistant provides comprehensive administrative and clerical support to the Medical Staff Coordinator, Medical Director, and Vice President of Medical Administration. This role is responsible for coordinating meetings, maintaining records, preparing correspondence, managing schedules, and supporting various Medical Staff functions to ensure the effective operation of the Medical Affairs department.

Key Responsibilities

Medical Staff & Committee Support

• Coordinate and provide administrative support for designated Medical Staff committees and departmental functions, including:
  • Department of Medicine (Perth Amboy Division)
  • Department of Medicine (Old Bridge Division)
  • Department of Medicine Quality Assurance Committee
  • Graduate Medical Education programs
• Support the following educational and residency programs:
  • Physical Diagnosis Course
  • Physician Assistant Program
  • Internal Medicine Residency Program
• Provide administrative and secretarial support to the Assistant Director of the Residency Program and related program functions.

Meeting Coordination

• Schedule meetings and reserve meeting rooms.
• Provide meeting participants with advance notice of meeting dates, times, and locations.
• Prepare and distribute meeting agendas and supporting materials.
• Attend meetings as requested and prepare accurate meeting minutes.
• Submit minutes for approval and distribute finalized copies as appropriate.
• Track and follow up on meeting action items.
• Maintain attendance records for all assigned Medical Staff meetings.

Administrative Support

• Prepare, type, and distribute correspondence and reports in a timely manner.
• Produce and maintain Department of Medicine on-call schedules and communicate schedule updates.
• Maintain physician mailbox assignments and oversee mail distribution.
• Answer incoming calls, take accurate messages, and place outgoing calls as needed.
• Retrieve, sort, and distribute Medical Affairs mail.
• Coordinate copying, filing, collating, and distribution of departmental materials.
• Order office supplies, submit requisitions, and coordinate equipment requests.
• Maintain organized records and files related to Medical Staff activities.

Additional Duties

• Provide backup support to other Medical Affairs administrative staff as assigned.
• Perform special projects and miscellaneous administrative tasks as directed by leadership.
• Assist with other departmental activities to support efficient Medical Staff operations.

Required Qualifications

• High school diploma or equivalent.
• Minimum of four (4) years of administrative, secretarial, or related professional experience, or an equivalent combination of education and experience.
• Proficiency with Microsoft Office Suite and standard office software applications.
• Strong organizational, multitasking, and customer service skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Previous experience in a healthcare, hospital, or medical staff office setting.
• Secretarial science training or comparable administrative education.
• Post-secondary coursework in medical terminology.