What are the responsibilities and job description for the Administrative Specialist- Lead - Full Time - Wolf River position at The West Clinic?
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
Education & Experience
Required
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.
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
- 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
- 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
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
- 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
- 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.
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.