Current Department Employees: Administrative Assistant - Cancer Center

Bargaining Unit: Non Represented - Professional

Rate of Pay: $32.82/hour DOE

Summary
Provides support for the day-to-day operations of the Administration of the Cancer Center to include Nursing Services, Support Services and Radiation Therapy. Provides support to Oncology Medical Director, Medical Oncologists, Radiation Oncology, Radiation Therapy, Nurse Practitioner, Cancer Center onsite leadership team. Supports provider credential compliance and submissions to medical staffing office, schedules appointments and blocks conference rooms, organizes meetings, takes meeting minutes, assists with all accreditation committee meetings- setup onsite and virtual, orders facility supplies, compiles and disseminates information. This position provides backup and at times direct support for incoming new patient referrals.

Essential Duties and Responsibilities

• Provides support services to the Cancer Center Medical Director, Cancer Center Director, Providers and onsite leadership.
• Serves as a confidential executive assistant to the Medical Director and the Cancer Center Director and maintains confidentiality.
• Assists in coordinating calendars by scheduling/organizing meetings and appointments.
• Responsible for all administrative assistant duties including but not limited to phones, meeting minutes, communication, correspondence, memos, meeting agendas, ordering, catering etc.
• Creates and maintains systems to support Administrative functions, as needed.
• Maintains provider schedule for days off, vacation and travel.
• Maintains provider on call schedule and communicates to District and Call service.
• Super user for EPIC provider template-sets up and provides maintenance as needed.
• Assists provider team in tracking and timely renewal and submission of licensure, certification, malpractice insurance and immunizations records.
• Provides support upon leader request to schedule meetings, record minutes, provide reports, etc.
• Maintains patient confidentiality and protects operations by keeping information confidential.
• Welcomes guests and visitors by greeting them, in person or on the telephone; answering or directing inquiries.
• Receives visitors to conference room for meetings, and ensures meeting room is set to support need.
• Prepares reports by collecting and analyzing information.
• Files correspondence, other records and documents in electronic G drive.
• Reads/routes/delivers in-coming mail. Locates and attaches appropriate file(s) to correspondence.
• Schedules, coordinates, attends, takes, and transcribes meeting minutes, provides follow up and disseminates the information appropriately, as assigned.
• Assembles and distributes agendas and materials for all councils, committees, and meetings as assigned.
• Routinely researches, types and assembles materials for reports and meetings.
• Prepares meeting agendas, as needed.
• Maintains distribution lists for all councils & committees as requested.
• Demonstrates the ability to work with Patient Advocate to rectify patients’ complaints while adhering to the Complaint Policy.
• Composes and types routine correspondence, sends out memos and other announcements.
• Provides support to the accreditation team for Cancer Committee meetings, onsite accreditation visit coordination for inspectors as requested.
• Requests records (pathology & imaging) for cancer conference and puts materials into correct folders.
• Creates cancer conference flier and distributes.
• Conducts all activities with the highest standards of professionalism, discretion and confidentiality, recognizing the extreme sensitivity of the information and matters handled by the Cancer Center Medical Director and Cancer Center Director.
• Assists in scheduling classes and training specific to nursing and support staff as requested.
• Performs special projects, and collaborates with Leadership to order, organize, setup, takedown events as needed.
• Maintains Cancer Center office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains National Notary Association certification for patients and organizational needs.
• Publishes the daily staffing notification for the facility
• Trained and competent to maintain fax file and upload medical records
• Maintains all distribution and phone lists and distributes
• Provides backup and at times direct daily support for incoming new patient referrals team.
• Demonstrates System Values in performance and behavior.
• Complies with System policies and procedures.
• Performs other duties as may be assigned.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities
No supervisory responsibilities.

Minimum Education/Experience
Bachelor's Degree or 2-3 years relevant experience

Required Licenses/Certifications
Valid Driver's License in good standing

• Upon hire

Other Experience/Qualifications

Required:

• Accurate typing ability of 45-50 words per minute with familiarity of business machines.
• Notary within 3 months of hire