Administrative Assistant, Structural Heart Surgery Program

Job Title: Administrative Assistant

Location: Main Hospital - New Brunswick

Department Name: Heart Center Of NJ

Req #: 0000237506

Status: Hourly

Shift: Day

Pay Range: $21.00 - $26.00 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:
Robert Wood Johnson University Hospital is seeking an Administrative Assistant to perform high-level functions for the Structural Heart Surgery program.

Qualifications:

Required:

• Experience working in an acute inpatient setting
• Detailed knowledge and experience in Microsoft Word for Windows, Power Point, Excel, and Outlook Microsoft Office
• Excellent communication skills, ability to meet deadlines and manage projects,
• Strong anticipation skills and forward thinking, excellent communication skills,
• Able to interact at all levels with internal and external

Preferred:

• Bachelor Degree 
• Experience in a large academic medical center

Scheduling Requirements:

• Working Shift: Monday – Friday 
• Day Shift
• Full-Time, 40 Hours Per Week

Key Responsibilities

• Referral Tracking and Reporting
  Maintain accurate tracking of all Structural Heart referrals, including the referring cardiologist, patient status, and referral source. Prepare monthly and quarterly referral breakdowns to help monitor program volume, referral patterns, and areas for growth.
• EPIC / SH Navigator Utilization
  Support consistent and accurate use of the Structural Heart Navigator within EPIC to ensure patient information, milestones, and care coordination details are properly documented and easily accessible to the care team.
• Patient List Management
  Review and maintain the running Structural Heart patient list to ensure that no patients fall through the cracks. Monitor patient status, pending testing, consults, imaging, and scheduling needs to help keep the procedural schedule fully booked, with particular attention to tricuspid and mitral patients.
• Imaging and Valve Sizing Coordination
  Submit, scan, and upload CAT scans and other required imaging into the appropriate databases in a timely manner to support valve sizing and procedural planning.
• Device and Program Coordination
  Assist with coordination and documentation related to Structural Heart procedures and device platforms, including but not limited to TAVR, Edwards, M3, EVOQUE, PASCAL, Abbott, and other applicable valve technologies.
• Interdepartmental Communication
  Help facilitate communication and alignment between PATs, the Cath Lab, and the Operating Room. Coordinate meetings as needed to ensure all departments are informed of patient flow, procedural expectations, and day-of-service logistics.
• Day-of-Service Patient Flow
  Ensure that all involved parties understand where each patient should report on the day of service and that patients receive clear and accurate instructions based on their specific procedure type, including TAVR, TEER, MitraClip/Clip, and other Structural Heart procedures.
• Clinic Support and Continuity of Care
  Attend Monday clinic to support continuity of care, assist with patient coordination, and ensure follow-up needs, testing, and next steps are clearly communicated and documented.
• Clinical Assessment Collection
  Collect and administer required patient assessments, including KCCQ questionnaires and walk tests, during clinic visits as part of the Structural Heart evaluation and follow-up process.

Other Duties: 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:
At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing.  These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans 
• Medical and Prescription Drug Insurance 
• Dental and Vision Insurance 
• Disability and Life Insurance 
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs 
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
• ….and more!

Choosing RWJBarnabas Health! 
RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team.  We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time.  As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.  

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

RWJBarnabas Health is an Equal Opportunity Employer