Administrative Assistant II - Hematology & Medical Oncology

About the role

The Administrative Assistant II will manage clinical, administrative, and academic activities related to physicians in the Division of Hematology/Medical Oncology. Duties include scheduling appointments, obtaining authorizations, preparing travel arrangements, and providing administrative support to physicians.

Responsibilities

• Schedule MD office visits, treatment visits, and procedures in various systems (Cerner, EPIC, Eagle).
• Obtain authorizations and referrals for services before they are rendered.
• Retrieve and establish patient records from referring physicians and other sources.
• Assist with disability and insurance-related issues and forms.
• Make travel arrangements and accommodations for physicians, including air, train, and hotel reservations.
• Prepare travel reimbursements and expense reports.
• Check and ensure completeness of materials submitted for supervisor's review.
• Act as a liaison with other departments or external parties as needed.
• Support one or more physicians with day-to-day operations, including managing calendars, coordinating meetings, and confirming attendees.
• Assist with grant applications, including completing financial conflict of interest forms and updating the PI's biographical sketch.
• Assist with manuscript and presentation preparation, including compiling information, performing literature searches, and assembling figures.
• Research, locate, and compile information for reports.
• Prepare statistical reports and budgets.
• Aid in the planning and logistics of events, including forums, conferences, seminars, meetings, and visiting professorships.
• Transcribe and distribute minutes.
• Investigate, evaluate, and resolve administrative or operational issues.
• Screen and prioritize incoming mail and screen telephone calls.

Qualifications

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience.
• Knowledge of office and administrative practices.
• Strong experience in using Microsoft Office programs and software, including Epic, Cerner, and IDX.