Administrative Assistant Supervisor

Position Summary:  This onsite position will supervise West Cancer Center’s Administrative Assistant work group, who provide administrative support to executives and clinic physicians.  This position involves management of staff as well as performing the role of an administrative assistant.  Work is performed under the general direction of the Director of Administrative Services.

 Essential Duties and Responsibilities of Administrative Assistant supervisor:

• Direct supervision of administrative personnel at all WCC office locations.
• Responsible for Administrative Assistant Department (physician and executive) schedules and ensuring administrative coverage and support
• Responsible for hiring new positions and arranging orientation plan and schedule
• Approves payroll reports and manages PTO of Administrative Assistant department
• Performs annual evaluations of departmental staff, communicates regular feedback and recommendations regarding performance
• Oversees, monitors completion and accuracy of After Hours/Supervising MD scheduling, Master On-Call Calendar, Online/Cloud Hospital Rounding Calendar, and Clinic Change approval operations
• Approves submitted Concur expense reports for all physicians – communicating with Finance department as administrator to resolve issues
• Observes and monitors departmental adherence to policies and procedures
• Travels between locations to develop team morale, improving processes with administrative assistants
• Interfaces with Nurses, Physicians, and management regarding any issues. Also interfaces with attorneys, drug representatives and travel agents for depositions, and new drug products.
• Interacts internally with the management team, support team, and staff as requested
• Must have strong communication and team building skills
• Must have the ability to collaborate with multiple departments to resolve issues and develop efficient operational strategies to enhance workflow
• Leads departmental staff meetings, creating agendas for discussion, team building and continued training workshops
• Reviews and implements process improvement
• Serves as an administrative assistant to executives and clinic physicians; fills in for leaves of absence as needed.
• Ability to perform the below essential duties of an administrative assistant

Essential Duties and Responsibilities of an Administrative Assistant:

• Serves as a logistical coordinator for a physician or executive. Coordinates agendas, communicates with various departments in keeping an efficient schedule.
• Prepares detailed trip itineraries and coordinates all aspects of the departure and return, distributing pertinent travel/schedule information to appropriate departments
• Reviews and validates monthly company reimbursed expenses and mileage reports. Submits to Finance Department in a timely manner.
• Uses all Microsoft products to maintain schedule, create presentations, develop spreadsheets for coordinated meetings to promote leadership efforts, vendor relationships, advisory board education and research efforts (preparing and taking minutes when necessary)
• Facilitates credentialing/re-credentialing for physicians with the Credentialing Coordinator, tracking CMEs for licenses, logging PTO
• Interfaces with scheduling department regarding opening or closing the clinic schedule to match other scheduled events on the physician’s calendar and participates in rescheduling physician clinic as needed.
• Ensures physicians’ business needs are met by maintaining office supplies and equipment; anticipating personal supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Compose bereavement cards, referral letters and thank you notes
• Monitor and update professional CVs
• Processes incoming and outgoing mail (via UPS, Fed Ex, Certified) for executive or physician
• Runs work related errands for executive or doctor as needed and as approved by director
• Maintains a good attendance record and reports on time for work.
• Maintains a professional attitude and appearance.
• Complies with clinic safety policy and procedures.
• Possesses good communication skills that lend to a team-oriented work environment.
• Attends staff meetings as scheduled.
• Assists with training and orientation of new employees as assigned.
• Respects the dignity and confidentiality of patients.

Qualifications/Experience:

Two years of college or associate school; or ten years or greater related experience and/or training; or equivalent combination of education and experience.  Supervisory experience preferred.

Must have excellent organization and follow-up skills; excellent verbal and written communication skills; excellent problem-solving skills; ability to organize and prioritize work assignments; ability to handle multiple priorities in a fast-paced environment; ability to analyze situations and respond in a timely manner; ability to participate in multi-functional teams; ability to establish and maintain effective working relationships within West Cancer Center; must be proficient in Microsoft Office software.  Working knowledge beneficial but not required for Onco EMR, Concur Expense Management, MModal, DoxyMe, Evicore and virtual meeting platforms. 

Work Environment/Physical Demands/Travel:

• Typical clinical environment with quiet noise level.
• Ability to walk, sit and use hand/wrist for extended periods of time.
• Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in routine situations.
• Some travel may be required.
• Additional hours may be required.