Medical Secratary

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.

• 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.

• 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.

• 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.

• 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.

• 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.

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

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

By applying, you are providing consent for Equiliem to engage with you via phone calls, AI-generated calls, AI-generated text messages, standard text messages, and/or emails to share job opportunities. Consistent with our Privacy Policy, information obtained will not be shared with third parties for marketing or promotional purposes. Message frequency may vary for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You may reply STOP to cancel or HELP for assistance.

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.