Administrative Assistant - Medical Staff Office - Atlantic Health Chilton M at Atlantic Health

Pequannock Township, New Jersey, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Sep, 26

Salary

0.0

Posted On

16 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Financial Processing, Account Reconciliation, Invoice Management, Medical Staff Coordination, Scheduling, Microsoft Office, Calendar Management, Onboarding Support, Inventory Management, Communication, Time Management

Industry

Hospitals and Health Care

Description

Position Summary 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. Key Responsibilities Department Coordination & Operations * 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 Medical Staff & Physician Support * 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 Financial Coordination & Reconciliation * 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 Meeting & Committee Support * 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 Onboarding & Staff Support * Support onboarding of new department staff, including coordination of equipment, system access, materials, and orientation * Assist other aspects of staff onboarding as applicable Office & Supply Management * Manage ordering and inventory of department supplies and computer equipment * Support overall office operations to maintain an efficient and organized work environment Additional Responsibilities * 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 At Atlantic Health, our promise to our communities is; Anyone who enters one of our facilities will receive the highest quality care delivered at the right time, at the right place, and at the right cost. This commitment is also echoed in the respect, development and opportunities we give to our more than 22,000 team members. Headquarters in Morristown, New Jersey, we are one of the leading non-profit health care systems in the nation. Our facilities and sites of care include: * Atlantic Health Morristown Medical Center, Morristown, NJ * Atlantic Health Overlook Medical Center, Summit, NJ * Atlantic Health Newton Medical Center, Newton, NJ * Atlantic Health Chilton Medical Center, Pompton Plains, NJ * Atlantic Health Hackettstown Medical Center, Hackettstown, NJ * Atlantic Health Goryeb Children's Hospital, Morristown, NJ * Atlantic Health CentraState Healthcare System, Freehold, NJ * Atlantic Medical Group * Atlantic Visiting Nurse * Atlantic Mobile Health * Atlantic Rehabilitation We have more than 900 community-based healthcare providers affiliated through Atlantic Medical Group. We have received awards and recognition for the services we have provided to our patients, team members and communities. Below are just a few of our accolades: * Chosen for 17 years by Fortune as one of the magazine’s “100 Best Companies to Work For." * Atlantic Health Morristown and Atlantic Health Overlook Named by Newsweek as two of the “World’s Best Hospitals” in 2026. * Atlantic Health Morristown and Atlantic Health Overlook ranked within the top three hospitals in New Jersey by U.S. News & World Report’s 2025-2026 Best Hospital rankings. * Atlantic Health scored four “A” grades by The Leapfrog Group in its Fall 2025 Hospital Safety Grades, performance measures reflecting errors, accidents, injuries and injections, as well as systems hospitals have in place to prevent harm. * Atlantic Health Morristown and Atlantic Health Overlook are New Jersey's only hospitals to be named among America's 50 Best hospitals by Healthgrades in 2026. * Named by Becker's Healthcare as one of the "165 Top Places to Work in Healthcare – 2026. * Atlantic Health Morristown, Atlantic Health Overlook, Atlantic Health Chilton and Atlantic Health Newton all Forbes Top Hospitals for 2026. * Named by Newsweek as one of America’s Greatest Workplaces for Inclusion & Diversity 2025. * Atlantic Health rated LEVEL 9 - 2025 CHIME Digital Health Most Wired. Located in Pompton Plains, New Jersey, Chilton Medical Center has been ranked the top mid-sized hospital in NJ for six years in a row, according to Castle Connolly. The Leapfrog Group gave us an "A" Hospital Safety Grade and we've received the Lifeline Bronze Receiving Quality Achievement Award from the American Heart Association. In addition, The Joint Commission recognized us as a Primary Stroke Center. We were awarded the American Heart Association/American Stroke Association’s Get With The Guidelines®-Stroke Gold Plus Quality Achievement Award with Target: Stroke Honor Roll Elite. We achieved Magnet® recognition from the American Nurses Credentialing Center. ANCC’s Magnet Recognition Program® identifies superior quality in nursing care and is the highest national honor for nursing excellence. Atlantic Health offers a competitive and comprehensive Total Rewards package that supports the health, financial security, and well-being of all team members. Offerings vary based on role level (Team Member, Director, Executive). Below is a general summary, with role-specific enhancements highlighted: Team Member Benefits * 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 ____________________________________________ Note: In Compliance with the NJ Pay Transparency Act (effective Sunday, June 1, 2025), all job postings will include the hourly wage or salary (or a range), as well as this summary of benefits. Final compensation and benefit eligibility may vary by role and employment status and will be confirmed at the time of offer. EEO STATEMENT Atlantic Health, Inc. is an equal employment opportunity employer and federal contractor or subcontractor and therefore abides by applicable laws to protect applicants and employees from discrimination in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment, on the basis of race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, citizenship status, disability, age, genetics, or veteran status. Atlantic Health System is at the forefront of medicine, setting standards for quality health care powered by a workforce of more than 18,000 team members and 4,800 affiliated physicians dedicated to building healthier communities, the system offers more than 400 sites of care, including eight award-winning medical centers. Specializing in cardiovascular care, cancer care, orthopedics, neuroscience, pediatrics, women's health and rehabilitation medicine. Atlantic Medical Group, comprised of 1,000 physicians and advanced practice providers, represents one of the largest multi-specialty practices in New Jersey and includes finance, legal, marketing, human resources, talent acquisition, ISS and more. Caring for our patients, our team members and the communities we serve is our central mission.

Responsibilities

Provides advanced administrative and operational support to the Medical Staff Services Department, focusing on coordination and workflow management. Responsible for financial processing, physician payment tracking, and supporting departmental leadership and meetings.