Administrative Assistant to the Clinical Program Director

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance

Position Title: Administrative Assistant to the Clinical Program Director
Location: New Jersey Pediatric Neuroscience Institute (NJPNI) – Morristown, NJ
Reports To: Clinical Program Director

Position Summary
The Administrative Assistant to the Clinical Program Director provides high-level administrative and operational support to ensure the smooth functioning of clinical programs at NJPNI. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment. The Administrative Assistant will serve as a key liaison between the Clinical Program Director, clinical staff, patients/families, and outside organizations.

Key Responsibilities
Administrative Support

• Provide direct administrative assistance to the Clinical Program Director, including managing calendars, scheduling meetings, and coordinating travel and conference arrangements.
• Prepare, proofread, and distribute correspondence, reports, presentations, and meeting materials.
• Track and follow up on outstanding tasks, project timelines, and deliverables for the Clinical Program Director.

Program Coordination

• Assist in planning, implementation, and monitoring of clinical programs and special projects.
• Maintain program-related documentation, databases, and tracking systems.
• Coordinate logistics for educational programs, outreach events, and professional meetings.
• Compile, organize, and summarize program data for internal reporting and quality improvement purposes.

Communication & Liaison

• Act as the primary point of contact for the Clinical Program Director, screening calls, emails, and other communications.
• Coordinate communication between the Clinical Program Director, clinical teams, patients, and external partners.
• Maintain confidentiality and handle sensitive information in compliance with HIPAA and NJPNI policies.

Office & Operational Support

• Assist in managing the Clinical Program Director’s workflow and priorities to ensure deadlines are met.
• Maintain an organized filing system (electronic and paper) for program-related records.
• Support budget tracking, invoice processing, and expense reporting as needed.

Qualifications
Required

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• Minimum of 2 years of administrative or program coordination experience, preferably in a healthcare or academic setting.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with learning new software systems.
• Excellent written and verbal communication skills.
• Exceptional organizational skills with the ability to manage multiple projects and deadlines.
• Professional demeanor, discretion, and strong interpersonal skills.

Preferred

• Experience in a medical office or hospital environment.
• Knowledge of medical terminology and healthcare workflows.
• Familiarity with electronic medical record (EMR) systems.

Work Environment & Physical Requirements

• Standard office environment within a medical practice.
• Frequent use of computers and telephones.
• Occasional lifting of files, office supplies, or equipment (up to 20 lbs).

NJPNI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.