About the job

Busy, Plastic Surgery practice in Livingston, NJ is seeking a full-time Administrative Assistant to join our growing team. We operate out of our Livingston office Monday – Thursday, with Friday office hours in Manhattan, this position would include traveling to both locations.

General Responsibilities:

Answer phone calls and be a resource for patients, both perspective and existing, by answering questions and assisting in all matters to the best of your abilities. When necessary, this can include directing phone calls.

Schedule consultation and collect new patient information, schedule follow up appointments for existing patients, schedule botox & filler appointments for Dr. Tutela and Chelsea Francavilla, PA-C

Screen patients by asking all COVID screening questions leading up to their appointments and taking temperature on the day of their appointment.

Confirm appointments for upcoming dates

Greet patients and visitors in a friendly manner

Management of required patient forms and insurance information

Maintain exam rooms in between patients

Assist in managing patient flow on exam days 

Respond to emails and online forms


Excellent written and verbal communication skills

Professional demeanor and manicured appearance (great sense of style a must)

Ability to remain flexible to a changing schedule (late nights typically fall on Tuesdays)


Ability to multi-task

Ability to prioritize tasks appropriately

Must become knowledgeable about our services, surgery, injectables (botox and fillers), skin care (Skin Medica products and peels) and answer patient questions with accuracy, friendliness and enthusiasm.

Patience. Remember this is a sensitive and important journey for many people and you should be the person that our patients can ask anything. We want all of our patients to feel comfortable taking as much time as needed on the phone to get all their questions answered, therefore all patients should always be treated with kindness, patience (no pun intended!) and a upbeat attitude.

Understanding of medical terminology or willingness to learn

Problem solver

Self Starter, autonomous worker

Strong understanding of popular social media platforms (Instagram, Facebook)

Strong computer skills and can easily navigate programs such as Electronic Medical Records (Amazing Charts), Microsoft Word, Microsoft Excel, Google online calendar, Updox, Allē (Allergan’s loyalty program previously known as “Brilliant Distinctions”)

Must be able to follow HIPPA guidelines when handling confidential information

Strong customer service skills and friendly attitude (as we have already covered a dozen times in this post…)


·       High school diploma

·       Experience in an office setting, preferably a medical office. (Very helpful but not 100% necessary)

·       Computer knowledge (Google Calendar, Google Sheets, Microsoft Excel, Microsoft Word)

·       Social Media Savvy (Instagram, Facebook)

Job Type: Full-time with Benefits; Offer starting at $40,000