Administrative Specialist

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About the role

The Administrative Specialist plays a key role in ensuring seamless access to care for returning oncology patients at the NC Basnight Cancer Hospital. Under general supervision, this position is responsible for the coordination of patient appointments across multiple oncology clinics utilizing established scheduling protocols. The role involves complex scheduling, operational support, collaboration with clinical teams, and participation in quality improvement initiatives. This position requires strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate and schedule complex return patient appointments across oncology clinics.
• Maintain and manage scheduling requests through work queues for various disease groups.
• Float and provide coverage across different oncology administrative teams as needed based on operational needs.
• Answer and return patient calls, including managing voicemails in a timely and professional manner.
• Support clinic efficiency by participating in daily huddles and monthly staff meetings.
• Maintain accurate records and documentation related to scheduling activities.
• Assist with departmental projects, data collection, and operational improvement efforts.
• Support the development and implementation of departmental policies and procedures.
• Collaborate with physicians, nurses, clinic staff, and management to ensure optimal patient access and experience.
• Participate in quality improvement initiatives within the department.

Requirements

• High School diploma or GED
• Two (2) years of clerical or administrative experience
• If Bachelor's degree, no years of clerical or administrative experience required
• If Associate's degree, one (1) year of clerical or administrative experience required

Skills

• Customer Focus: Makes the customer and their needs their top priority and goes the extra mile to satisfy their customers. Demonstrates the ability to resolve customer problems.
• Technical expertise: Understands the technical aspects of one’s job. Effectively uses Microsoft Office products in order to produce reports and documents. Demonstrates the ability to learn and master the scheduling system as appropriate.
• Coachability: Receptive to feedback, willing to learn, and embraces continuous improvement.
• Accountability: Manages performance to meet expected results. Works to meet the internal/external customer requirements.
• Fiscal responsibility: Understands the insurance process and seeks to make the best decision/referral in the interest of the customer. Understands the relationship of the budget and resources to the strategic plan.
• Coaching: Shares information, advice, and suggestions to help others to be more successful. Provides appropriate support and acts as a resource depending on the situation and capabilities of the employee.
• Conflict Resolution: Uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people. Finds agreement on issues and follows through on implementation.
• Solving Problems: Uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Job Details

This is a full-time, onsite position located in Chapel Hill, NC. Standard hours per week: 40.00.

Pay

Salary range: $19.12 - $27.17 per hour (Hiring Range). Pay offers are determined by experience and internal equity.