Administrative Assistant – Pathology

Location: Rahway, NJ
Schedule: Day Shift

Job Description

The Pathology Administrative Assistant provides comprehensive administrative, clerical, and client-service support to pathology operations, medical professionals, technical personnel, hospital teams, and private practice clients. The position performs administrative functions typical of a pathology setting, including working within Epic to support patient, case, and administrative workflows. This role also requires the use of NovoPath, a pathology information system.

A significant component of this position is communication with both hospital-based contacts and external private practice clients, including physician practices and surgery centers. The Administrative Assistant responds to telephone calls and emails, assists with client needs, coordinates requests, and helps ensure accurate and timely follow-through.

Because external practices and surgery centers have choices regarding their pathology service providers, delivering an exceptional client experience is particularly important. The successful candidate must demonstrate excellent interpersonal and customer-service skills, strong organizational abilities, responsiveness, professionalism, and a commitment to meeting or exceeding client expectations.

Responsibilities

• Provide administrative and clerical support to pathology operations, physicians, medical professionals, technical personnel, and departmental staff.
• Perform administrative functions within Epic consistent with the responsibilities of a pathology administrative assistant.
• Utilize NovoPath to support pathology-related administrative workflows; training on the system will be provided.
• Respond professionally and promptly to telephone calls and emails from private practice clients, physician offices, surgery centers, hospital personnel, and other authorized contacts.
• Serve as a professional point of contact for external clients, ensuring questions and requests are addressed accurately, courteously, and in a timely manner.
• Coordinate client requests and follow through with appropriate personnel to help ensure issues are resolved and expectations are met or exceeded.
• Build and maintain positive working relationships with private practice clients and other external partners through responsive, service-oriented communication.
• Recognize time-sensitive or complex client concerns and appropriately escalate them to the correct clinical, technical, or administrative personnel.
• Maintain organized records of communications, requests, documentation, and follow-up activities as required.
• Prepare, type, copy, distribute, and maintain correspondence, reports, records, and other documents.
• Answer and route telephone calls, provide appropriate factual information, and refer clinical, administrative, or technical questions to appropriate personnel.
• Maintain confidential personnel, administrative, patient, and correspondence files.
• Schedule appointments, meetings, conferences, and committee activities.
• Record, transcribe, and distribute minutes from staff conferences and committee meetings.
• Prepare confidential correspondence, reports, reimbursement requests, and routine business communications.
• Compile and assemble information and supporting materials for regular and special reports.
• Greet and assist visitors and direct them to the appropriate individual or area.
• Maintain calendars and provide reminders regarding meetings, appointments, and other scheduled activities.
• Organize and maintain filing systems and departmental documentation.
• Receive and distribute departmental mail and correspondence as needed.
• Prepare and distribute patient and pathology reports according to established procedures.
• Assist with filing pathology documentation, reports, slides, and related materials as needed.
• Prepare case histories, medical records, and reports utilizing knowledge of medical terminology.
• Distribute appropriate results and documentation to physicians' offices and other authorized recipients.
• Assist with purchasing, payroll, attendance, scheduling, and other departmental administrative processes.
• Process purchasing requests and internal orders and assist with personnel and training-related administrative activities.
• Provide administrative assistance with budget-related processes as assigned.
• Enter employee work schedules into applicable time and attendance systems.
• Monitor departmental supplies and assist with maintaining appropriate inventory levels.
• Protect confidential patient, personnel, client, and business information in accordance with applicable policies and regulations.
• Perform additional administrative duties and special projects as assigned.

Qualifications / Requirements

• High School Diploma or equivalent required.
• Minimum of 1–3 years of experience in a medical or healthcare setting.
• Experience supporting or coordinating medical, administrative, or educational program activities.
• Knowledge of medical terminology.
• Ability to work with Epic and perform administrative functions associated with pathology workflows.
• Ability and willingness to learn and effectively use NovoPath.
• Excellent interpersonal and people skills, with the ability to communicate effectively with physicians, private practice clients, surgery centers, hospital personnel, patients, and other stakeholders.
• Strong customer-service orientation with an understanding of the importance of responsiveness, professionalism, and meeting or exceeding client expectations.
• Excellent verbal and written communication skills, including professional telephone and email communication.
• Strong organizational and follow-through skills, particularly when managing requests from multiple internal and external clients.
• Ability to prioritize assignments and manage multiple tasks, communications, and deadlines simultaneously.
• Ability to work effectively and remain organized in a fast-paced healthcare environment.
• Strong attention to detail and accuracy.
• Computer proficiency and the ability to learn healthcare and pathology-specific information systems.
• Ability to prepare and maintain accurate records, reports, correspondence, and documentation.
• Sound judgment and the ability to appropriately escalate clinical, technical, or client-service matters.
• Ability to handle confidential patient, personnel, and business information with discretion.
• Professional, courteous, and service-oriented demeanor.
• Ability to work independently while collaborating effectively with pathology staff, physicians, hospital personnel, and external clients.