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Department: Cancer Center Admin
Status: Full Time
Shift: Days
Hours Per Shift: 8 hour shift
Job Details:
    • Job Objective: A brief overview of the position.
      • The position assists in administrative operations as directed by the CAO; provides various clerical, administrative, and general office support involving word processing, creating of forms, report preparation, record and file maintenance, scheduling of meetings, mail distribution and telephone reception.
    • Reports to
      • CAO
    • Supervises
      • N/A
    • Ages of Patients
      • N/A
    • Blood Borne Pathogens
      • Minimal/ No Potential
    • Qualifications
      • Education
        • Preferred: Business/secretarial course
      • Licensure/Certification
        • N/A
      • Experience
        • Preferred: 2 years recent secretarial experience in comparable position.
    • Essential Responsibilities
      • Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
      • Maintains organized office space. Filing system is maintained for easy retrieval of information.
      • Performs clerical duties for the Cancer Center and it's direct reports. Composes own memos and correspondence from general instruction. Does work processing and assists in creation of forms and flyers for the department.
      • Maintains calendars.  Changes in schedule are relayed to all concerned in a timely manner.
      • Records and transcribes minutes as required. Arranges meeting dates, times and locations. Prepares meeting notifications and meeting packets. Requests food service as appropriate.
      • Revises and prepares new policies and procedures for department manuals. Distributes updates in a timely manner to all appropriate areas.
      • Prepares and maintains job descriptions. Prepares staff annual and probationary evaluation packets for all reporting areas.
      • Maintains employee files for department (PAF changes, terminations, counseling’s, LOA’s, education, etc.). Maintains confidentiality of information handled. Forwards originals to Human Resources.
      • Tracks and maintains all certifications and licenses for reporting areas. Notifies staff of upcoming license/certification renewal date. Upon receipt, forwards copies to Human Resources and Education Department.
      • Maintains department specific reports for CAO.
      • Tracks past due evaluations and health screens, and notifies employee monthly of upcoming outdates.
      • Schedules and coordinates interviews; prepares interview packets and arranges meeting space.
      • Prints, distributes and maintains monthly financial packets for all reporting areas (Income Performance Analysis Report, General Ledger Report, and Accounts Payable Report).
      • Picks up, sorts and distributes mail for department, including physicians. Opens and distributes mail, with redistribution of reports and memos to all staff as indicated.
      • Obtains signatures and processes requests (capital equipment requisitions, purchase orders, check requests, PTO requests, education and travel requests, etc.).
      • Collects all mandatory employee compliance packets and coordinates with Education to record to employee file.
      • Orders supplies as necessary for the administrative offices.
      • Complies with departmental plan to meet budget goals.
      • Covers Concierge in cooperation with others to provide mandatory breaks.
      • Greets Executive Physical patients when asked and ensures needs are met
      • Performs other duties as assigned.
         



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