Administrative Assistant

Carolina Oncology Specialists•Hickory, NC

3d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to the Administration Department of Carolina Oncology Specialists. The position serves as a central point of coordination for executive, human resources, operational, and organizational activities. Responsibilities include maintaining confidential information, coordinating meetings and events, managing communications, supporting projects, and ensuring efficient administrative operations across the organization. The role is located in Hickory, North Carolina and reports to the Office Manager.

Requirements

High school diploma or equivalent required.
Exceptional organizational and time management skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to manage multiple priorities and deadlines.
Strong attention to detail and accuracy.
Ability to maintain confidentiality and professional discretion.
Excellent customer service and interpersonal skills.
Ability to sit for extended periods and frequently use computers and office equipment.
Ability to occasionally lift up to 25 pounds.

Nice To Haves

Associate degree in Business Administration, Healthcare Administration, Human Resources, or a related field preferred.
Experience with HRIS systems; Workday preferred.

Responsibilities

Provide administrative support to executive and administrative leadership.
Prepare correspondence, reports, presentations, meeting agendas, and meeting minutes.
Maintain electronic and paper filing systems.
Manage calendars, schedule meetings, and coordinate conference calls and virtual meetings.
Screen and route incoming communications appropriately.
Assist with travel arrangements, registrations, and expense reporting.
Assist with onboarding and orientation activities for new employees.
Maintain personnel files and training records.
Support employee communication efforts and organizational announcements.
Coordinate employee recognition programs, engagement initiatives, and events.
Assist with tracking mandatory training, licensure, certifications, and compliance documentation.
Coordinate administrative projects and track deliverables.
Maintain office supplies and administrative resources.
Assist with vendor communications and invoice processing.
Support physician and leadership meetings as needed.
Prepare reports and compile data for leadership review.
Coordinate board, leadership, and departmental meetings.
Reserve meeting spaces, arrange catering, and prepare materials.
Organize employee appreciation events, celebrations, and organizational activities.
Maintain event calendars and schedules.
Handle sensitive business, employee, and patient-related information with strict confidentiality.
Adhere to HIPAA, OSHA, and company policies.
Maintain professional conduct and discretion in all interactions.
Occasionally travel between practice locations as needed.