Job Application for Administrative Specialist- Lead - Full Time

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Job Title: Administrative Specialist – Lead

About Us
At West Cancer Center, we are dedicated to providing compassionate, patient-centered care while advancing groundbreaking research. Our team fosters collaboration, innovation, and professional growth, ensuring that every role contributes to making a difference in patients’ lives. Join us in our mission to provide comprehensive support to those navigating the challenges of cancer treatment.

Position Overview
The Administrative Specialist – Lead oversees the daily responsibilities of Administrative Coordinators and Specialists while providing comprehensive support to clinic physicians. This role includes clerical, basic clinical, scheduling, travel coordination, credentialing, and administrative functions. The position also provides leadership support to ensure efficient operations and adherence to departmental standards.

Key Responsibilities

Assist in overseeing the responsibilities of Administrative Coordinators and Specialists
Oversee scheduling and timekeeping of administrative staff
Provide direction and clarification to administrative staff regarding job role
Provide feedback and recommendations to management regarding employee performance
Monitor staff adherence to departmental policies and procedures
Perform all essential duties of the Senior Administrative Specialist role

Basic Clinical Support

Assist with remote and telehealth set-up for patients
Conduct reminder calls for patients who frequently miss appointments
Assist with coordination of outside appointments
Assist with patient forms (financial, disability, handicap placards, FMLA, death certificates, and letters)
Assist with Tumor Board submissions
Coordinate peer-to-peer calls

Clerical Support

Manage and balance physician scheduling, including clinic changes and rescheduling
Schedule meetings for leadership, vendors, advisory boards, and research efforts
Prepare detailed travel itineraries and coordinate travel logistics
Compose correspondence including bereavement cards, referral letters, and thank-you letters
Process incoming and outgoing mail (including certified, UPS, and FedEx)
Facilitate physician credentialing and re-credentialing, track CME requirements, and log PTO
Maintain and update professional CVs
Research, summarize, and prepare materials, including presentations and reports
Interface with nurses, physicians, front desk staff, attorneys, vendors, and external partners
Welcome guests and manage inquiries
Review and validate expense and mileage reports for submission
Maintain organized files and records
Ensure physicians’ business needs are met by managing supplies and equipment
Run approved business-related errands for physicians
Maintain professionalism, attendance, and compliance with clinic policies
Attend meetings and assist with training and orientation of new employees
Perform all other duties as assigned

Qualifications

Education & Experience
Required:

8+ years of experience and/or 4-year college degree
Experience supporting 4+ physicians (non-leadership role) or at least one Department Head or Managing Physician

Skills & Abilities

Excellent organization and follow-up skills
Excellent verbal and written communication skills
Strong problem-solving skills
Ability to organize and prioritize work assignments
Ability to handle multiple priorities in a fast-paced environment
Ability to analyze situations and respond in a timely manner
Ability to participate in multi-functional teams
Ability to establish and maintain effective working relationships within West Cancer Center
Proficiency in Microsoft Office software
Working knowledge beneficial (not required): Onco EMR, Concur Expense Management, MModal, DoxyMe, Evicore, and virtual meeting platforms

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 professional with strong leadership and administrative skills, we invite you to join West Cancer Center as an Administrative Specialist – Lead and contribute to delivering exceptional support to physicians and care teams.

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Administrative Specialist- Lead - Full Time - Wolf River

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