Administrative Assistant 3 - Radiation Oncology

Scope of Position

The position serves as an Administrative Assistant to the Vice Chair of Clinical Operations, the Clinical Director, and the Department Administrator for the Department of Radiation Oncology (DRO). Providing support and assistance to Vice Chair and other Department Leaders as assigned in maintaining and coordinating all phases of daily operation for the Department of Radiation Oncology (DRO).

Position Summary
The Administrative Assistant is responsible for assisting leadership (Director, Administrator, Managers) by performing various administrative and clerical functions. Administrative duties include but are not limited to: maintain calendars, schedules meetings via Microsoft Teams and Zoom, draft letters, open mail and prioritize meetings and appointments. Arranges travel and submits reimbursement documentation, maintains HR files within the departments, assists managers with clerical duties, and maintaining office supplies and equipment. Perform computer data entry tasks including tracking of staff education. Assists with timekeeping, contact person for various sources of documentation, distribution point for all internal and external communications, receptionist for department office and triages calls and directs callers for some areas. This position will require supporting multiple leaders primarily located in the new west campus ambulatory building. Must be able to adapt to new environments and maintain an organized workspace. The role will be a combination of administrative duties with some minor project management support during multiple construction phases of the west campus ambulatory building.

Minimum Qualifications
High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

Career Roadmap

Function: Business amp; Planning

Sub-Function: Administrative Assistant

Career Band: Individual Contributor Technical

Career Level: T3

Duties and Responsibilities:

This position confers with the Vice Chair of Clinical Operations, Clinical Director, and Chief Administrative Officer daily to set priorities and ensure deadlines are met. Schedules time off on behalf of faculty in the Workday system including tracking and updating Business Leave, Vacation, Out of Office (OOO), On-call and POD Coverage calendar.Coordinates approval of business leave with the Vice Chair of Clinical Operations and Clinical Director and the physicians attending the ASTRO and other large Conferences each year.Coordinate Travel arrangements, including flights, lodging and ground transportation, ensuring travel-related documents are prepared and submitted in a timely manner. Prepares and submits spend authorizations, expense reports, and reimbursement documentation through Workday.

This position will analyze financial reports, exercise control over gift funds, CME funds, and maintain fiscal records.Planning and preparation of annual charitable events to benefit research, development of programs to support research initiatives, and serving as a liaison with faculty and other constituencies on a broad range of organizational issues.

Performs complex administrative duties of a responsible, sensitive and confidential nature requiring considerable independence of action; coordinates faculty and staff meetings; creates itineraries for visiting professors and research recruits; utilizes independent decision making in coordination of various initiatives and committees; composes training documents, grant work and drafts materials in support of the Vice Chairs vision and Department of Radiation Oncology initiatives.

Maintains the Vice Chair of Clinical Operations administrative, Research and Clinical calendars as well as the Clinical Director, administrative and Clinical calendars, and the CAOs Administrative calendar and proactively manages the distribution/flow of information in the office and schedule by identifying issues to be addressed directly by the Vice Chair and others supported.Schedules meetings for those supported in the Clinical, Administrative and research areas; prepares and distributes agendas and other appropriate materials for virtual and in-person meetings and attends meetings when indicated.Creates, composes, prepares, proofreads, distributes, and files correspondence, presentations, manuscripts, abstracts, publications, reports, agendas, meeting minutes, and other documents.Maintains CV and dossier for the Vice Chair of Clinical Operations and the Clinical Director.

Other duties include answering and directing phone calls as appropriate, ensures timely response to pertinent issues and resolves/trouble shoots problems as needed. Conducts and facilitates special projects.Research information, gathers amp; compiles statistics and computes various data. Prepares recurrent, special, and/or one-time reports as needs arise.Summarizes or replies to inquiries selecting relevant data from a variety of sources.