Administrative Assistant

Responsibilities

• Serve as the first point of contact for students, faculty, and staff, providing high-level customer service via telephone and in-person greetings.
• Manage front desk operations including patient check-in/check-out, appointment scheduling, and triaging calls based on medical urgency.
• Facilitate patient flow and assist with navigation of the Electronic Medical Record (EMR) system.
• Handle administrative tasks such as collecting co-pays, scanning insurance cards, and managing medical records in compliance with HIPAA standards.
• Coordinate insurance pre-authorizations and referrals for required services, procedures, and medications.
• Support departmental operations by managing mail, ordering supplies, processing purchase orders, and assisting with payroll for student workers.
• Assist with health center events, including coordinating catering, reservations, and creating promotional materials.

Requirements

• Bachelor's degree in a related field or an equivalent combination of education and experience.
• Proven experience working in a medical setting.
• Strong knowledge of HIPAA and healthcare confidentiality laws.
• Proficiency in office administration, organization, and bookkeeping.
• Excellent communication skills and computer literacy.

Preferred Qualifications

• 2-3 years of medical experience in an outpatient clinic (primary care or urgent care preferred).
• Experience as a medical assistant or health technician.
• Active New Jersey medical assistant license.
• Knowledge of de-escalation techniques.
• Familiarity with Medicat or other Electronic Health Record (EHR) systems.

Benefits

• Medical, prescription drug, and dental coverage.
• Paid vacation, holidays, and various leave programs.
• Competitive retirement benefits, including defined contribution plans.
• Employee and dependent educational benefits.
• Life insurance and employee discount programs.

About the Company

Rutgers University–Newark is an urban public research university and anchor institution located in Newark, New Jersey. We are committed to excellence in service and providing a supportive environment for our students and staff.