Administrative Assistant, Structural Heart Surgery Program

Job Overview

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

Qualifications

• 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
• Bachelor Degree preferred
• Experience in a large academic medical center preferred

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
• Aid in 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.

Benefits and Perks

• 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

Company Information

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.

RWJBarnabas Health is an Equal Opportunity Employer.