Administrative Assistant - Radiation Oncology

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Job Title:

Administrative Assistant 3 - Radiation Oncology

Department:
Medicine | Radiation Oncology

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). The Administrative Assistant is responsible for assisting leadership (Director, Administrator, Managers) by performing various administrative and clerical functions.

Duties include maintaining calendars, scheduling meetings via Microsoft Teams and Zoom, drafting letters, opening mail, prioritizing meetings and appointments, arranging travel, submitting reimbursement documentation, maintaining HR files, assisting managers with clerical duties, maintaining office supplies and equipment, performing computer data entry tasks, tracking staff education, assisting with timekeeping, and serving as the department’s receptionist and triage point for calls.

The role will require supporting multiple leaders primarily located in the new West Campus ambulatory building, adapting to new environments, and maintaining an organized workspace. It combines administrative duties with minor project management support during multiple construction phases of the West Campus ambulatory building.

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: maintaining calendars, scheduling meetings via Microsoft Teams and Zoom, drafting letters, opening mail, prioritizing meetings and appointments, arranging travel and submitting reimbursement documentation, maintaining HR files, assisting managers with clerical duties, maintaining office supplies and equipment, performing computer data entry tasks, tracking staff education, assisting with timekeeping, serving as contact for documentation, and acting as receptionist and call triage.

The position also supports project management during construction phases.

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

Function:
Business & Planning
Sub-Function:
Administrative Assistant
Career Band:
Individual Contributor Technical

Career Level:

T3

Duties and Responsibilities:

• 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, tracking and updating Business Leave, Vacation, Out of Office (OOO), On‑call and POD Coverage calendars.
• Coordinates approval of business leave with leadership and physicians attending the ASTRO and other large conferences each year.
• Coordinates travel arrangements, including flights, lodging and ground transportation, ensuring travel‑related documents are prepared and submitted timely.
• Prepares and submits spend authorizations, expense reports, and reimbursement documentation through Workday.
• Analyzes financial reports, exercises control over gift funds and CME funds, and maintains fiscal records.
• Plans and prepares annual charitable events to benefit research and develops programs to support research initiatives.
• Acts as liaison with faculty and other constituencies on a broad range of organizational issues.
• Performs complex administrative duties requiring independence of action; coordinates faculty and staff meetings; creates itineraries for visiting professors and research recruits; composes training documents, grant work and drafts materials in support of the Vice Chair’s vision.
• Maintains the Vice Chair’s…