Staffing Coordinator/Administrative Assistant

Why Join Us?

• Be part of a practice at the forefront of cutting-edge cancer care and advanced treatments
• Access opportunities for professional growth and continuing education.
• Work alongside a collaborative and compassionate team of experts dedicated to making a difference.
• Enjoy the convenience of multiple locations throughout the Capital Region.
• Contribute to groundbreaking clinical trials that shape the future of oncology care.

Discover your career potential with a practice dedicated to excellence and innovation.

Job Description: Staffing & Scheduling

• Develop, maintain, and update schedules across all practice locations.
• Coordinate daily, weekly, and monthly staffing assignments to ensure adequate clinical coverage.
• Manage PTO, CME, holiday, and leave requests while maintaining appropriate staffing levels.
• Identify scheduling conflicts and work collaboratively with leadership to resolve coverage gaps.
• Coordinate coverage for unexpected absences, sick calls, and staffing emergencies.
• Monitor staffing patterns and provide reports on schedule utilization, coverage needs, and trends.
• Maintain accurate scheduling records and staffing databases.
• Communicate schedule changes promptly and effectively to APPs, physicians, managers, and operational leaders.

Administrative Support

• Provide administrative support to the Chief Medical Officer and leadership team.
• Prepare agendas, meeting materials, reports, presentations, and correspondence.
• Schedule and coordinate departmental meetings, leadership meetings, interviews, and educational sessions.
• Take meeting minutes and assist with tracking action items and follow-up activities.
• Organize and maintain departmental files, policies, procedures, and records.
• Assist with budget tracking, invoice processing, and departmental purchasing as needed.

Operations Support

• Coordinate onboarding activities for newly hired MDs, including orientation schedules, training, credentialing support, and equipment requests.
• Assist with credentialing, recredentialing, licensure, certification, and continuing education tracking.
• Maintain contact lists, call schedules, committee assignments, and departmental rosters.
• Support regulatory and accreditation requirements through accurate documentation and record maintenance.
• Assist with data collection and preparation of operational, productivity, and quality reports.

Communication & Collaboration

• Serve as a key liaison between APPs, physicians, nursing leadership, practice operations, and human resources.
• Support internal communications and the dissemination of departmental updates.
• Foster collaborative relationships across clinical and administrative teams.
• Maintain confidentiality and professionalism when handling sensitive personnel and operational information.