"Administrative Assistant 2"

Scope of Position:

The James Cancer Hospital and Solove Research Institute is committed to providing the community/region it serves with high quality health services in the detection, diagnosis, treatment and rehabilitation. This position provides leadership with a variety of supportive services necessary for the unit operations, so that optimal quality care can be delivered. This position, as a member of the team, is responsible for serving as a liaison between professional and technical staff, patients, general public, and other departments.

This position provides administrative support to the Director of Clinical Operations, Associate Director of Radiation Therapy, Technical Director and Business Operations Manager - Finance and other senior leadership as needed in the Department of Radiation Oncology. The administrative assistant provides a broad range of basic to complex administrative services relating to calendar management, document preparation, travel management, meeting paperwork and preparation, and overall clinic workflow. This position services clinical faculty, staff, their patients and representative parties. This position requires the ability to effectively communicate across internal and external organizations. This position regularly interacts with faculty, college and health system leadership, as well as the department's management team.

Job Duties:

• 35% Provides support to Director of Clinical Operations, Associate Director of Radiation Therapy, Technical Director and Business Operations Manager - Finance; serves as first point of contact for questions regarding schedules from internal and external stakeholders; ensures leadership calendars are correct, and discrepancies are addressed; assists in gathering & compiling statistical data and other information. Provide backup administrative support to nurses, physicists, dosimetrists, therapists, medical records coding specialists, JPAS and PCAs as needed. Chief point of contact for conference room scheduling D200. Acts as a time Keeping editor in UKG system
• 35% Provides administrative support to other leadership members within the Department of Radiation Oncology; coordinates multiple calendars ensuring appointments, meetings, and leave are scheduled in Outlook; organizes and schedules meetings, conferences and special projects; prepares and distributes agendas; records and transcribes meeting minutes; schedules travel accommodations both domestic and international; processes reimbursements; proactively aware of meetings and expected visitors and available to escort visitors/meeting attendees; prepares & compiles teaching materials as needed; relieves leadership of routine administrative duties. Coordinate special events/catering/ purchasing for department. Monitor and order supply needs for Radiation Oncology, i.e., office supplies, business and clinic cards, script pads, lab coats, therapy supplies, coffee, etc.
• 10% Research, compiles and provides information to aid the leadership in decision making; research, interprets, and communicates University, Health System and Department policies and procedures; conveys directives, assignments and decisions from leadership.
• 10% Independently initiates, responds to and follows up on correspondence; composes and edits letters, reports, and other documents; regularly interacts with faculty, college and health system leadership, as well as the department's management team and staff. Provides back-up coverage as needed for the Chair Suite. Support with faculty and staff recruitment process for candidates
• 5% Special projects as assigned; provide back coverage for other administrative assistants in the department as needed.
• 5% Other duties as assigned

Minimum Education Required

Per Classified Civil Svc Specs or equivalent combination of education and experience.

Required Qualifications

Per CCS Specifications 6 mos. experience (600 hours course work or training) in customer service or communications including researching analyzing & interpreting information 3 months experience (300 hours course work) in budgeting 6 mos. experience (600 hours training) in operation of spreadsheet publication and/or presentation software and related computer equipment Three to five years in a supporting role desired. Requires successful completion of a background check. Qualified candidate may be requested to complete a pre-employment physical including a drug screen.

Career Roadmap:

Function: Business Planning and Operations

Sub-function: Administrative Assistance

Career Band: Individual Contributor - Technical

Level: T2

This position in an onsite position at The James Cancer Hospital in the Richard J. Solove Department of Radiation Oncology administrative suite.