Executive Assistant, BMDA Oncology Administration, Baptist Downtown

Baptist Health System, Inc.

20d•Onsite

About The Position

Baptist Health is recognized as a top place to work in health care and is the most preferred health provider in Northeast Florida for over 30 years. As Jacksonville's only locally governed, faith-based, not-for-profit health system, we offer a full spectrum of care through 200+ locations and six hospitals, including centers of excellence like Baptist MD Anderson Cancer Center. We are hiring an Executive Assistant for BMDA Oncology Administration to support the Medical Director. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail, possessing previous experience supporting senior-level leaders and performing executive-level administrative duties. This role requires flexibility, proactivity, efficiency, and great integrity due to the fluid operational environment. The Executive Assistant will act as a liaison with our partner MD Anderson Cancer Center in Houston, TX, supporting physician integration and enhancing internal and external relationships. This position demands frequent and excellent oral and written communication, with interactions involving BMDACC physicians, the Baptist Health System Senior Leadership Team, Directors, external collaborators, and other contacts to facilitate programs and health system goals.

Requirements

Minimum of 3-5 years of experience as an Executive Assistant or comparable position.
Superior written and verbal communication skills.
Strong time-management skills and the ability to organize and coordinate multiple projects.
Proficiency in office productivity tools, with aptitude to learn new software and systems.
Flexible and adaptable team player.
Ability to observe strict confidentiality in all aspects of services provided.
Ability to anticipate needs, resourcefulness, and responsiveness are essential.
HS Diploma/GED

Responsibilities

Support the Medical Director, including planning and managing workflow to achieve clinical and administrative priorities, and independently managing assigned projects.
Support the Head, Division of Surgery and Director, Breast Program by facilitating their calendars and schedules.
Manage and coordinate the Physician Onboarding process with internal resources to ensure a smooth transition for new physicians to BMDACC.
Facilitate physician recruiting efforts and scheduling as guided by Division Heads and BHS Physician recruiting.
Be responsible for the monthly Division of Surgery and quarterly Faculty Meetings and agendas.
Record attendance for Physician Stewardship Metrics.
Serve as the administrative liaison for physician integration with MD Anderson Cancer Center, Houston.
Coordinate Faculty Adjunct Appointments.
Manage integration visits for BMDACC Physicians to MD Anderson, Houston.
Coordinate the Oncology Grand Rounds for faculty and staff.
Prepare meeting agendas and presentations for the Medical Director.
Manage the Physician Time Away and Surgical On Call schedule for the Division of Surgery.
Support the Conflict of Interest and Commitment Committee for BMDACC.
Coordinate travel arrangements and reimbursement.