Administrative Coordinator, Oncology Center
2 weeks ago
Position Summary:
As an Administrative Coordinator, you will deliver essential administrative and secretarial support to clinical faculty and senior management while maintaining confidentiality.
Utilizing various business software applications (such as word processing, presentation, and spreadsheet tools), you will prepare documents including correspondence, reports, presentations, agendas, and meeting minutes. You may also handle routine correspondence and inquiries.
You will be responsible for receiving, screening, and directing incoming communications, including calls, patients, mail, and emails. Your role will involve maintaining organized files, records, and calendars, arranging business travel, coordinating meetings, and tracking expenses.Qualifications:
Essential:
A high school diploma or equivalent is mandatory.
Proficiency in standard office operations, including filing, telephone etiquette, computer literacy, and schedule management.
Desirable:
An Associate's or Bachelor's degree is preferred.
A minimum of three (3) years of administrative experience in a fast-paced medical office or transplant center is highly desirable.
Familiarity with medical terminology and dictation skills is strongly preferred.
Work Schedule:
Full-time, Day
Key Responsibilities:
Manage incoming calls and provide information in alignment with organizational policies. Efficiently handle incoming correspondence, schedule appointments, organize meetings, and respond to inquiries.
Demonstrate the ability to manage a high volume of calls promptly and courteously for multidisciplinary disease teams.
Meet telephonic benchmarks as established by leadership. Appropriately triage and communicate phone calls and other requests, such as emails and portal inquiries, to the relevant personnel. Confirm patient appointments.Provide follow-up services for patients in a timely and courteous manner, including scheduling or canceling appointments and obtaining copies of lab results or specialist reports.
Organize, scan, and maintain documents within the Electronic Medical Record (EMR) system. Exhibit proficient use of EMR to navigate and address patient and staff requests. Ensure timely transmission of referring physician documentation. Undertake routine writing and editing tasks; generate correspondence for signatures; maintain mailing lists.Oversee processing of purchase orders, check requests, travel reimbursements, and subscriptions. Ensure that expenditures align with budget allocations and track all financial transactions.
Confirm appointment schedules, proactively resolve conflicts, and manage the daily calendar of assigned clinical faculty and senior staff, applying informed independent judgment to optimize time management.
Handle all travel and conference arrangements, including travel advances and expenses, while preparing detailed and accurate itineraries with all necessary contact information for accommodations and transportation.
Maintain the assigned faculty's Curriculum Vitae and Bio sketch, ensuring accuracy and compliance with University and NIH standards.
Analyze and streamline administrative procedures and workflows; recommend enhancements as necessary. Organize projects and manage multiple tasks effectively. Assist in planning and executing projects related to the assigned clinical faculty and senior staff, along with other responsibilities. Serve as a backup for the Automated Call Distribution (ACD) line.Benefits and Perks:
Paid Time Off (PTO)
Medical and Prescription Drug Insurance
Dental and Vision Insurance
Retirement Plans
Short- & Long-Term Disability
Life & Accidental Death Insurance
Tuition Reimbursement
Health Care/Dependent Care Flexible Spending Accounts
Wellness Programs
Voluntary Benefits (e.g., Pet Insurance)
Discounts through our partners, such as NJ Devils, NJ PAC, Verizon, and more.
Choosing RWJBarnabas Health
RWJBarnabas Health is committed to providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering an exceptional work experience to every team member.
We take pride in our role in creating and sustaining healthier communities, one individual and one community at a time.
As the leading academic health system in New Jersey, we implement innovative strategies in high-quality patient care, education, and research to address both clinical and social determinants of health.
RWJBarnabas Health is dedicated to making a significant impact in local communities throughout New Jersey.
From significantly enhancing the health of local residents to creating educational and career opportunities, this combination greatly benefits the state.
We recognize the evolving needs of New Jersey residents, whether that involves improving coordination for complex health conditions or enhancing community health through local programs and education.
Equal Opportunity EmployerRWJBarnabas Health is an Equal Opportunity Employer
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