Medical Secretary

Job Title: Medical Secretary
Location: Paramus, NJ 07652
Duration: 3+ months of contract with possible extensions

Pay Rate: $18/hr. on W2 (Negotiable)

Shift: 8:30 AM – 5:00 PM Mon - Fri
Float required: Paramus (primary), Montvale as needed

Job Summary:
Under the direction of the Medical Staff Coordinator, Medical Director, and Vice President of Medical Administration, this role supports the daily operations of Medical Staff functions by coordinating meetings, preparing documentation, maintaining records, and providing administrative support across multiple departments and programs.
 
Key Responsibilities:

• Provide administrative and staff support for Medical Staff functions and committees

• Coordinate meetings for:
• Department of Medicine (Perth Amboy & Old Bridge Divisions)
• Quality Assurance Committee
• Graduate Medical Education
• Support academic and training programs, including:
• Physical Diagnosis Course
• Physician Assistant Program
• Internal Medicine Residency Program
• Schedule meetings, reserve rooms, prepare agendas, and issue notices at least two weeks in advance
• Attend meetings as requested and prepare accurate meeting minutes within one week
• Route minutes for approvals and distribute accordingly
• Track attendance records for all assigned Medical Staff meetings
• Prepare, update, and distribute on-call schedules for assigned departments
• Type and manage correspondence, reports, and official documentation
• Follow up on action items from meetings
• Maintain physician mailbox listings and distribute materials
• Handle incoming and outgoing calls and medical affairs mail
• Coordinate copying, filing, collation, and distribution of documents
• Manage office supply requisitions and equipment requests
• Provide backup support to other Medical Affairs administrative staff as needed
• Perform additional duties as assigned by leadership

 
Required Qualifications:

• High School Diploma or equivalent
• Minimum 1 year of front-office experience in a medical practice
• Minimum 4 years of secretarial/administrative experience (or equivalent education/experience)
• Proficiency with PC office software (MS Word, Excel, Outlook)
• Strong organizational and communication skills
• High attention to detail and accuracy

 
Preferred Qualifications:

• Experience in a hospital or healthcare setting
• Post–high school coursework in medical terminology
• Secretarial science education or equivalent experience