Administrative Assistant Healthcare

Founded in 2007, The Oncology Institute of Hope and Innovation (TOI) is advancing oncology by delivering highly specialized, value-based cancer care in the community setting. TOI is dedicated to offering cutting edge, evidence-based cancer care to a population of more than 1.7 million patients including clinical trials, stem cell transplants, transfusions, and other care delivery models traditionally associated with the most advanced care delivery organizations. With 100+ employed clinicians and more than 700 teammates in 75+ clinic locations and growing. TOI is changing oncology for the better.

Job Overview & Purpose:

The Administrative Assistant will provide support to assigned executive(s) and provide overall office support within the Corporate headquarters. This role will be responsible for handling calendaring, organization of meetings, expense reports, may act as a liaison with the Board of Directors, reception, and will oversee office management.

Responsibilities:

Travel and Schedule Coordination:

• Coordinate and manage calendars for assigned executive(s) including scheduling, prioritizing, organizing, and confirming meetings.
• Assist with travel accommodations, as needed, including potential itinerary or schedule changes on short notice.
• Assist with the compiling and submission of expense reports as needed.
• Function as a communications hub for the assigned executives, staying current on team travel and time off schedules with ability to locate and contact team members as needed.

Liaison/Centralized Resource:

• Serve as an effective knowledge base for teammates within the department, especially for processes/procedures, and provide assistance in a hands-on, proactive manner.
• Work as a partner with the executives and other admins, anticipating needs and gaps.
• Collaborate effectively with other administrative counterparts and build strong working relationships with a wide range of company partners.

Reception & Office Management:

• Greet clients, visitors, and guests in a positive and welcoming manner; determine the purpose of each person’s visit, address questions/needs, and direct or escort them to the appropriate location.
• Answer, screen, and direct phone calls to staff; take messages and deliver to the appropriate TOI staff.
• Maintain security by following procedures, monitoring hallway camera, issuing visitor badges, and maintaining office keys.
• Receive mail, documents, packages, and courier deliveries and distribute items to the appropriate individual.
• Deliver exceptional customer service to generate a positive and welcoming atmosphere for teammates, patients, and external partners.
• Support the facility and office needs within the corporate office including submitting maintenance requests, ordering supplies, ensuring common areas and conference rooms have supplies, are clean and presentable; assist with evening close procedures to ensure rooms are ready for the morning.
• Assist with managing conference room scheduling.
• Perform basic filing and recordkeeping.
• May be asked to participate in enterprise initiatives, special projects, and other duties as assigned.

Experience, Education, and Qualifications:

• High School Diploma or G.E.D.
• Three or more years of administrative or related experience
• Experience supporting executives in multiple time zones preferred
• Bilingual Spanish preferred

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent verbal and communication skills
• Excellent organizational and planning skills; able to keep track of tasks/deliverables for ongoing efforts
• Team player who thrives in a fast-paced setting, moving quickly while being an excellent partner to the team and cross-functional partners
• Ability to organize and prioritize competing tasks while maintaining strong attention to detail
• Strong time management skills with the ability to meet deadlines
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software

PHYSICAL DEMANDS:

• Frequently required to sit for extended periods of time, stand, walk, and reach with hands and arms
• Ability to apply manual dexterity including hand/wrist flexibility for computer keyboarding
• Occasionally required to sit, bend, kneel, stoop, or crouch
• May be required to lift, move, and carry up to 15lbs.
• Specific vision abilities required include close vision, color vision, depth perception, and the ability to adjust focus
• Frequently required to hear and speak in order to use telephone, make presentations, and communicate with people in an office environment
• Ability to communicate verbally on the phone and in person
• Extended hours may be needed