Administrative Assistant

Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant

Job Category
Staff & Executive - Administrative & Support

Department
Student Health Services Newark

Overview

Posting Summary
Rutgers University-Newark (RU-N), an urban public research university and anchor institution located in Newark, New Jersey-a city of promise-is seeking an Administrative Assistant. The Administrative Assistant provides front line contact as a patient liaison within Student Health services, oversees the check-in/check-out process, appointment scheduling, triaging, prior authorizations, referrals, administrative and physician support. The administrative assistant possesses a commitment to excellence in the development of medical and departmental knowledge, skills, and quality patient-focused service. The administrative assistant provides support to the Student Health Services (SHS) department and staff by assisting with the coordination and administration of all front desk operations and calendaring.

This position is responsible for and not limited to the following:

• This position is the first point of connection when students, faculty, or staff contact the health center.
• Provides front line contact for the department by answering telephones, directing and responding to callers, relaying messages to appropriate recipients and greeting patients and visitors with the highest level of customer service.
• Must have medical knowledge in order to triage-able to decipher the urgency of phone calls and patient visits; correspondingly scheduling or relaying to provider appropriately.
• Helps direct patient navigation and facilitates patient flow.
• Scheduling appointments for patients and having a working knowledge of providers, understanding systems, processes, and medical services rendered.
• Monitors online portal and student health email. Answers scheduling and administrative questions and notifies appropriate level provider for medical questions.
• Ensures patients are prepared for their appointment by informing them of items to bring to their appointment and of the appropriate practice policies.
• Possesses an understanding of when to escalate calls to a supervisor.
• Check patients in and out, collect co-pays, scan insurance cards and ensure other required documents are reviewed and signed.
• May schedule radiology testing/procedures according to department guidelines. Follows up about test results and appropriately notifies provider upon completion and scans results into chart once seen by provider in timely fashion.
• May schedule and confirm testing, surgeries, and procedures according to department guidelines
• Ensures all correspondence and documents are appropriately uploaded to and maintained in the electronic medical record; scanning reports, test results, and any other forms.
• Instruct patients and assist them in navigating EMR.
• Acquire insurance pre-authorization/referrals from managed care plans for all required services, admissions, procedures, diagnostic tests and medications.
• Has knowledge of appropriate administrative and release forms and scans into patient chart promptly.
• Handles patient records to HIPAA standards and with the utmost professionalism and confidentiality.
• Has knowledge of medical and insurances system and can help patients navigate their healthcare.
• This position is responsible for the timely opening and closing of the health center and responsible for all front desk duties.
• Responsible for administrative operations in the reception area including answering phone calls and relaying phone messages; checking and disseminating mail; assisting all staff with scheduling; copying and scanning procedures for department, ensuring proper functioning of systems including but not limited to Xerox machine, telephone systems, panic alarms. Connects to various responsible parties if something is not at optimal functioning.
• Departmental administrative operations include system-wide updates, maintaining accounts, expenditures, completing forms, ensuring timely ordering of supplies, and coordinating IT support for department as needed.
• Manages travel arrangements and conference registration for all staff, and manages overall upkeep of health center including maintenance of waiting room
• Prepares and processes purchase orders.
• Processes payroll for SHS student worker and any type 4 employees and works with clinical coordinator to ensure timely submission. Serves as back-up payroll manager for Health Promotion Division, and Office of Disability Services, pantry in the absence of both the H&W Business Specialist and Administrative Assistant. Will onboard student employees of the department as needed
• Works with physical plant as needed to handle maintenance issues within the building. Handles the safe shredding of confidential patient charts.
• Supports all health center events by coordinating with catering and reservations to ensure seamless processes for staff. Manages and ensures timely payment for all vendors.
• Attends events to represent SHS and other H&W departments and creates flyers and social media advertisements when asked.

FLSA
Nonexempt

Grade
03

Salary Details

Minimum Salary
52602.480

Mid Range Salary
64788.980

Maximum Salary
76975.480

Offer Information
The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits
Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status
Full Time

Working Hours

Standard Hours
37.50

Daily Work Shift

Work Arrangement
This position requires a fully on-site work arrangement. (Approval not required)

Union Description
URA-AFT Administrative

Payroll Designation
PeopleSoft

Seniority Unit

Terms of Appointment
Staff - 12 month

Position Pension Eligibility
ABP

Qualifications
Minimum Education and Experience

• Requires a bachelor's degree in a related field, or an equivalent combination of education

and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.

• Also requires good communication skills and computer literacy.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Must have experience working in a medical setting and understand the confidentiality laws governing healthcare (HIPPA)

Preferred Qualifications

• 2-3 years of previous medical experience working in an outpatient clinic (primary care or urgent care preferred) as a medical assistant/ health technician .
• Active New Jersey medical assistant license preferred.
• Knowledge of de-escalation techniques is preferred.

Equipment Utilized

• Medicat, an electronic health records system.
• Knowledge of the RU systems preferred.

Physical Demands and Work Environment

• Might need to work nights and weekends for events.
• Typical college health center environment.

Special Conditions

Posting Details
Posting Number
26ST0996

Posting Open Date
06/09/2026

Special Instructions to Applicants

Regional Campus
Rutgers University-Newark

Home Location Campus
Rutgers University-Newark

City
Newark

State
NJ

Location Details

Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Equal Employment Opportunity Statement
It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: