Administrative Specialist - Full Time - Wolf River
About Us
At West Cancer Center, we are committed to providing exceptional, patient-centered cancer care through compassion, collaboration, and innovation. Our Administrative team plays a vital role in supporting physicians, streamlining operations, and ensuring patients receive a seamless experience throughout their care journey.
Position Overview
The Administrative Specialist II provides comprehensive administrative and basic clinical support to multiple physicians. This role manages provider scheduling, credentialing support, travel coordination, patient documentation, and other administrative responsibilities while assisting with training and workflow design within the administrative department. The Administrative Specialist II serves as a key resource for physicians and clinical staff, ensuring efficient operations and exceptional service.
Key Responsibilities
- Basic Clinical Support
- Assist with remote and telehealth setup for patients
- Make reminder calls to patients who frequently miss appointments
- Auxiliary coordination of outside appointments
- Auxiliary assistance with patient forms, including financial assistance, disability, handicap placards, FMLA, death certificates, jury duty letters, return-to-work letters, and genetics documentation
- Auxiliary coordination of Tumor Board submissions
- Auxiliary coordination of peer-to-peer calls
- Administrative & Clerical Support
- Manage physician calendars, including personal and clinical scheduling, clinic changes, and appointment rescheduling
- Schedule meetings supporting leadership initiatives, vendor relationships, advisory boards, educational events, and research activities
- Career coordination of physician travel arrangements and preparation of detailed itineraries while communicating schedules with appropriate departments
- Prepare bereavement cards, referral letters, thank-you letters, and other physician correspondence
- Process incoming and outgoing mail, including certified mail, UPS, and FedEx
- Auxiliary coordination of physician credentialing and recredentialing activities in collaboration with the Credentialing Coordinator
- Track continuing medical education (CME) requirements, physician licenses, and paid time off
- Maintain and update physician curriculum vitae (CV)
- Research, summarize, and prepare articles, presentations, spreadsheets, meeting materials, and minutes as needed
- Monitor clinical visit lists to support timely provider completion of documentation
- Monitor receipt, review, entry, and indexing of new patient medical records according to provider preferences
- Review provider schedules up to one week in advance to minimize last-minute scheduling changes
- Interface with attorneys, pharmaceutical representatives, and travel agencies as needed
- Welcome visitors and direct inquiries professionally
- Review and validate company-reimbursed expenses and mileage reports for timely Finance submission
- Maintain organized files and records for efficient retrieval
- Maintain physician office supplies and equipment, including ordering and inventory management
- Run approved business-related errands for physicians as needed
- Auxiliary training and orientation of new employees
- Perform all other duties as assigned
Qualifications
- Education & Experience
- Three (3) to eight (8) years of related experience; OR Associate degree; OR two (2) to four (4) years of undergraduate education
- Vocational Skills
- Excellent organizational and follow-up skills
- Strong verbal and written communication skills
- Excellent problem-solving abilities
- Ability to organize and prioritize work assignments in a fast-paced environment
- Ability to manage multiple priorities simultaneously
- Ability to analyze situations and respond in a timely manner
- Ability to work collaboratively within multidisciplinary teams
- Ability to establish and maintain effective working relationships throughout West Cancer Center
- Proficiency in Microsoft Office applications
Work Environment & Physical Demands
Typical clinical environment with a quiet noise level
Ability to walk, sit, and use hands and wrists for extended periods of time
Ability to apply common-sense understanding to carry out detailed written and verbal instructions
Ability to resolve routine problems involving several variables
Some travel may be required
Why West Cancer Center is a Great Place to Work
- Meaningful Impact: Play a direct role in supporting patients through one of the most challenging times of their lives.
- Collaborative Culture: Work alongside a multidisciplinary team of dedicated professionals committed to improving cancer care.
- Professional Development: Benefit from ongoing training, educational resources, and growth opportunities.
- Mission-Driven Environment: Be part of an organization guided by compassion, integrity, and innovation.
No nights, weekends, or holidays. Comprehensive benefits package.
Join Us
If you are a highly organized administrative professional who thrives in a fast-paced healthcare environment and enjoys supporting physicians while improving workflows and patient care, we encourage you to apply for the Administrative Specialist position at West Cancer Center.
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