Staffing Coordinator / Administrative Assistant, Advanced Practice Providers (APPs)

New York Oncology Hematology•Clifton Park, NY

About The Position

The Staffing Coordinator / Administrative Assistant supports staffing and scheduling for Advanced Practice Providers (APPs) across practice locations, provides administrative support to the Senior Director of APPs and APP leadership, and assists with APP operations, workforce compliance, data management, reporting, and communication. The role coordinates clinical coverage and scheduling, maintains accurate staffing and provider records, and prepares reports and materials for leadership. The position also coordinates APP onboarding, credentialing and compliance tracking, recruitment activities, meetings, continuing education, and operational initiatives. It supports Healthcare Reform Act (HCRA) provider-pool and reimbursement reporting by maintaining provider information, coordinating with Finance, Revenue Cycle, Credentialing, and Human Resources, and assisting with audits and regulatory reporting. The role requires discretion with confidential personnel and operational information and collaboration across departments.

Responsibilities

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 resolve coverage gaps, including 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 schedule optimization opportunities.
Maintain accurate scheduling records and staffing databases, and provide regular staffing reports to APP and operational leadership.
Communicate schedule changes 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 and leadership meetings, recruitment interviews, and educational sessions; record minutes and track action items.
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 for new APPs, including orientation schedules, EMR training, access requests, equipment procurement, and departmental introductions.
Assist with credentialing, privileging, licensure and 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 collecting and reporting 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 related to the HCRA provider pool and reimbursement programs, as applicable.
Maintain APP employment-status, service-location, provider-eligibility, and HCRA documentation records.
Partner with Finance, Revenue Cycle, Credentialing, and Human Resources to ensure accurate provider information for HCRA reporting.
Monitor provider onboarding and termination processes for timely updates affecting 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 provider demographic, employment, and practice-location information used in HCRA submissions is accurate.
Maintain APP workforce databases and reporting systems and generate monthly staffing, productivity, access, onboarding, turnover, and vacancy reports.
Assist with workforce planning analysis and staffing projections; support dashboard preparation and KPI reporting.
Analyze scheduling utilization and identify opportunities for improved efficiency.
Maintain historical staffing and operational records.
Serve as liaison among APP leadership, APP staff, physicians, nursing, operations, human resources, credentialing, finance, and scheduling teams.
Support dissemination of organizational communications and operational updates, and coordinate follow-up on departmental initiatives and projects.
Maintain confidentiality of personnel, compensation, performance, and operational information and foster collaborative working relationships across departments.