Executive Assistant Senior

at  RWJBarnabas Health

JOB OVERVIEW:

Job Description
The Senior Executive Administrative Assistant role is critical in supporting the administrative functions of our GME programs, ensuring smooth operations and fostering a positive learning environment for our medical residents and fellows. Provide high-level administrative support to the Chief Academic Officer and other senior leaders within the department. This includes managing calendars, scheduling meetings, preparing reports, and handling confidential information. Oversee the daily administrative operations of the GME office. Support residency and fellowship program activities, including orientation, graduation, accreditation processes, and evaluations. Serves as a primary point of contact for internal and external stakeholders. Draft, review, and distribute correspondence, memos, and announcements. Facilitate communication between program directors, faculty, residents, fellows, and external institutions. Manage logistics, including venue selection, catering, invitations, and materials preparation when necessary. Maintain accurate records of program activities, resident/fellow information, and compliance documentation. Utilize GME-specific software for tracking and reporting purposes. Assist with ensuring programs meet all accreditation and regulatory requirements. Support preparation for accreditation site visits and audits by organizing documentation and compiling necessary reports. Assist in the preparation and monitoring of the GME budget. Handle financial transactions, process expense reports, and coordinate with the finance department on budgetary matters. Lead or participate in special projects aimed at improving administrative processes, enhancing educational programs, and supporting institutional goals.

QUALIFICATIONS:

Required:

• Bachelors degree and three years of office management experience or equivalent experience in administration and office management in an academic health care setting.

Please refer the Job description for details