Service Line Department Assistant-Oncology
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Traverse City, MI
Cancer Center Administration
ENTRY REQUIREMENTS High school diploma required with a minimum of 4 years of secretarial and/or office experience or comparable formal education. Keyboarding speed of 65 words per minute with high degree of accuracy. Demonstrated proficiency in transcription and word processing with excellent grammar, spelling, formatting and punctuation skills. Demonstrates effectiveness in customer relations skills and communication skills, both orally and in writing. Proven ability to handle sensitive and high volume work situations that require a high degree of confidentiality. Demonstrated understanding and use of Word, Excel, PowerPoint, Access (Microsoft Office) and the Internet. ORGANIZATION: Reports to Executive Director, and serves other members of Oncology Administration and Oncology Service Line. Receives assignments from other departmental staff and management. Has constant working contact with hospital staff, managers, directors, administrative staff and general public. SPECIFIC DUTIES 1. Supports the Mission, Vision and Values of Munson Healthcare 2. Embraces and supports the Performance Improvement philosophy of Munson Healthcare. 3. Promotes personal and patient safety. 4. Uses effective customer service/interpersonal skills at all times. 5. Acts on behalf of the Cowell Family Cancer Center and Oncology service line, is responsible for representing the cancer center, service line and departments in a positive manner. Performs all functions and activities with the highest level of professionalism, confidentiality and tact. 6. Prepares and distributes correspondence/communication from the administrator in an accurate, professional and effective manner including correspondence, forms, tables, charts, schedules, etc. often confidential in nature. Composes letters and memorandums from given subject manner for executive to sign, as well as correspondence in own name. 7. Effectively schedules meetings, conferences, and appointments, for the administrator and other departmental staff. Communicates arrangements to meeting participants and insures necessary preparation and set-up for meetings. Often this includes a variety of contacts outside the Hospital in order to obtain or relay information, arrange meetings, etc. 8. Answers telephone consistent with department standards. Accurately records messages and notifies appropriate person. Effectively screens questions and directs appropriately to department/individual to insure timely and quality response. This may include processing complaints registered by staff, patients, and/or family members. 9. Accurately orders, maintains, inventories, collates, delivers Oncology service line patient education, suppies and marketing materials. 10. Is able to search for relevant information and communicate on the Internet, operate e-mail (GroupWise), send attachments, etc. as appropriate for hospital use. Coordinates service line meetings via REMEC. 11. Attends meetings as directed taking, preparing and distributing meeting minutes to appropriate individuals. Prepares and maintains meeting packets for committees and work groups. 12. Processes mail on a daily basis. Reviews and directs incoming correspondence for expeditious handling, using a high degree of judgment. This includes maintaining and distributing to the appropriate individuals, monthly billing statements from various vendors in order to ensure appropriate payment. Prepares responses to routine inquiries. 13. Requisitions regularly used office supplies and maintains office machines for the cancer center. 14. Prepares and maintains expense reports for grant, foundation, and executive reimbursement. Audits expense reports submitted for executive approval. 15. Assists Administrators with all other work-related duties and responsibilities 16. Performs other duties and responsibilities as assigned.
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