Administrative Assistant - Medical Staff Office - Atlantic Health Chilton Medical Center

Atlantic Health System • Pequannock Township, NJ

2d • Onsite

About The Position

The Administrative Assistant provides advanced administrative and operational support to the Medical Staff Services Department, with a strong focus on coordination, financial processing, and departmental workflow management. This role is responsible for overseeing day-to-day activities, supporting Medical Staff leadership, and ensuring accurate handling of financial transactions, physician payments, and departmental operations.

Requirements

• Medical, Dental, Vision, Prescription Coverage (22.5 hours per week or above for full-time and part-time team members)
• Life & AD&D Insurance.
• Short-Term and Long-Term Disability (with options to supplement)
• 403(b) Retirement Plan: Employer match, additional non-elective contribution
• PTO & Paid Sick Leave
• Tuition Assistance, Advancement & Academic Advising
• Parental, Adoption, Surrogacy Leave
• Backup and On-Site Childcare
• Well-Being Rewards
• Employee Assistance Program (EAP)
• Fertility Benefits, Healthy Pregnancy Program
• Flexible Spending & Commuter Accounts
• Pet, Home & Auto, Identity Theft and Legal Insurance

Responsibilities

• Coordinate and manage daily administrative operations of the Medical Staff Services Department
• Serve as a central point of contact for departmental activities, coordination, communications, and workflow tracking
• Maintain organized systems for records, tracking, and follow-up to support efficient operations
• Administer and monitor Medical Staff dues, including tracking, reporting, and follow-up
• Administer and monitor Medical Staff application fees (separate form dues), and follow-up
• Enter physician call and on-call schedules into the hospital’s web directory on call schedule
• Process physician-related payments, including check requests for call coverage and other services
• Process vendor invoices and departmental check requests in accordance with organizational policies
• Perform account reconciliation, ensuring accuracy of payments, invoices, and financial records
• Track expenditures and maintain documentation to support audits and financial reporting
• Partner with Finance to resolve discrepancies and ensure timely payment processing
• Coordinate logistics for medical staff, credentialing, clinical department meetings and Medical Services Administration meetings
• Prepare and manage calendar invitations and sends the agendas, and supporting materials
• Support onboarding of new department staff, including coordination of equipment, system access, materials, and orientation
• Assist other aspects of staff onboarding as applicable
• Manage ordering and inventory of department supplies and computer equipment
• Support overall office operations to maintain an efficient and organized work environment
• Provide direct administrative support to Medical Staff Services leadership
• Assist with annual and biannual Medical Staff events including recognition events (e.g. Spring Social)
• Assist with special projects, reporting, and process improvement initiatives

Benefits

• Medical, Dental, Vision, Prescription Coverage
• Life & AD&D Insurance
• Short-Term and Long-Term Disability
• 403(b) Retirement Plan with Employer match and additional non-elective contribution
• PTO & Paid Sick Leave
• Tuition Assistance, Advancement & Academic Advising
• Parental, Adoption, Surrogacy Leave
• Backup and On-Site Childcare
• Well-Being Rewards
• Employee Assistance Program (EAP)
• Fertility Benefits, Healthy Pregnancy Program
• Flexible Spending & Commuter Accounts
• Pet, Home & Auto, Identity Theft and Legal Insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed