Administrative Specialist - Full Time - Wolf River

West Cancer Center•Germantown, TN

4d•Onsite

About The Position

At West Cancer Center, we are committed to providing exceptional, patient-centered cancer care through compassion, collaboration, and innovation. Our Administrative team plays a vital role in supporting physicians, streamlining operations, and ensuring patients receive a seamless experience throughout their care journey. Position Overview The Administrative Specialist II provides comprehensive administrative and basic clinical support to multiple physicians. This role manages provider scheduling, credentialing support, travel coordination, patient documentation, and other administrative responsibilities while assisting with training and workflow design within the administrative department. The Administrative Specialist II serves as a key resource for physicians and clinical staff, ensuring efficient operations and exceptional service.

Requirements

Three (3) to eight (8) years of related experience; OR Associate degree; OR two (2) to four (4) years of undergraduate education
Excellent organizational and follow-up skills
Strong verbal and written communication skills
Excellent problem-solving abilities
Ability to organize and prioritize work assignments in a fast-paced environment
Ability to manage multiple priorities simultaneously
Ability to analyze situations and respond in a timely manner
Ability to work collaboratively within multidisciplinary teams
Ability to establish and maintain effective working relationships throughout West Cancer Center
Proficiency in Microsoft Office applications

Nice To Haves

Working knowledge of Onco EMR, Concur Expense Management, MModal, Doxy.me, Evicore, and virtual meeting platforms

Responsibilities

Assist with remote and telehealth setup for patients
Make reminder calls to patients who frequently miss appointments
Assist with coordination of outside appointments
Assist with patient forms, including financial assistance, disability, handicap placards, FMLA, death certificates, jury duty letters, return-to-work letters, and genetics documentation
Assist with Tumor Board submissions
Coordinate peer-to-peer calls
Manage physician calendars, including personal and clinical scheduling, clinic changes, and appointment rescheduling
Schedule meetings supporting leadership initiatives, vendor relationships, advisory boards, educational events, and research activities
Coordinate physician travel arrangements and prepare detailed itineraries while communicating schedules with appropriate departments
Prepare bereavement cards, referral letters, thank-you letters, and other physician correspondence
Process incoming and outgoing mail, including certified mail, UPS, and FedEx
Assist with physician credentialing and recredentialing activities in collaboration with the Credentialing Coordinator
Track continuing medical education (CME) requirements, physician licenses, and paid time off
Maintain and update physician curriculum vitae (CV)
Research, summarize, and prepare articles, presentations, spreadsheets, meeting materials, and minutes as needed
Monitor clinical visit lists to support timely provider completion of documentation
Monitor receipt, review, entry, and indexing of new patient medical records according to provider preferences
Review provider schedules up to one week in advance to minimize last-minute scheduling changes
Interface with attorneys, pharmaceutical representatives, and travel agencies as needed
Welcome visitors and direct inquiries professionally
Review and validate company-reimbursed expenses and mileage reports for timely Finance submission
Maintain organized files and records for efficient retrieval
Maintain physician office supplies and equipment, including ordering and inventory management
Run approved business-related errands for physicians as needed
Assist with training and orientation of new employees
Perform all other duties as assigned