What are the responsibilities and job description for the Staffing Coordinator / Administrative Assistant, Advanced Practice Providers (APPs) position at New York Oncology Hematology?
Why Join Us?
Job Description
Essential Duties and Responsibilities
Staffing & Scheduling
- 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.
Job Description
Essential Duties and Responsibilities
Staffing & Scheduling
- Develop, maintain, and manage APP schedules across all practice locations.
- Coordinate daily, weekly, monthly, and annual staffing assignments to ensure appropriate clinical coverage.
- Manage PTO, CME, holiday, and leave requests while maintaining operational needs.
- Identify scheduling conflicts and proactively resolve coverage gaps.
- Coordinate coverage for sick calls, emergencies, and unexpected absences.
- Manage infusion, clinic, hospital rounding, urgent care, and specialty clinic coverage schedules as applicable.
- Monitor staffing trends and identify opportunities for schedule optimization.
- Maintain accurate scheduling records and staffing databases.
- Provide regular staffing reports to APP and operational leadership.
- Communicate schedule changes promptly to APPs, physicians, managers, and site leadership.
- Provide administrative support to the Senior Director of APPs and APP leadership team.
- Prepare agendas, presentations, reports, correspondence, and meeting materials.
- Coordinate departmental meetings, leadership meetings, recruitment interviews, and educational sessions.
- Record meeting minutes and maintain action item tracking.
- Maintain departmental policies, procedures, organizational charts, and resource documents.
- Support budget tracking, invoice processing, purchasing requests, and expense reconciliation.
- Coordinate travel, conference registration, and continuing education activities for APPs.
- Coordinate onboarding activities for new APPs, including orientation schedules, EMR training, access requests, equipment procurement, and departmental introductions.
- Assist with credentialing, privileging, licensure renewals, DEA renewals, and certification tracking.
- Maintain APP rosters, committee assignments, call schedules, and organizational records.
- Track mandatory education, competencies, compliance requirements, and annual attestations.
- Assist with collection and reporting of productivity, quality, access, and workforce metrics.
- Support recruitment activities, interview coordination, and candidate scheduling.
- Assist with APP engagement initiatives and recognition programs.
- Coordinate tracking and reporting activities related to the Healthcare Reform Act (HCRA) provider pool and reimbursement programs as applicable.
- Maintain records of APP employment status, service locations, provider eligibility, and required HCRA documentation.
- Partner with Finance, Revenue Cycle, Credentialing, and Human Resources departments to ensure accurate provider information for HCRA reporting.
- Monitor provider onboarding and termination processes to ensure timely updates impacting HCRA eligibility and reimbursement.
- Assist with gathering documentation and responding to HCRA-related audits, requests, and reporting requirements.
- Maintain provider workforce databases supporting state and regulatory reporting initiatives.
- Track APP provider enrollment and participation requirements associated with payer, governmental, and funding programs.
- Prepare routine HCRA-related reports and dashboards for leadership review.
- Ensure accuracy of provider demographic, employment, and practice-location information utilized in HCRA submissions.
- Maintain APP workforce databases and reporting systems.
- Generate monthly provider staffing, productivity, access, onboarding, turnover, and vacancy reports.
- Assist with workforce planning analysis and staffing projections.
- Support APP leadership with dashboard preparation and KPI reporting.
- Analyze scheduling utilization and identify opportunities for improved efficiency.
- Maintain historical staffing and operational records.
- Serve as liaison between APP leadership, APP staff, physicians, nursing, operations, human resources, credentialing, finance, and scheduling teams.
- Support dissemination of organizational communications and operational updates.
- Coordinate follow-up on departmental initiatives and projects.
- Maintain confidentiality of personnel, compensation, performance, and operational information.
- Foster collaborative working relationships across departments.