Administrative Assistant 2 - Radiation Oncology
The Ohio State University

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Job Title:Administrative Assistant 2 - Radiation OncologyDepartment:James | Radiation Oncology

Scope of Position

The James Cancer Hospital and Solove Research Institute is committed to providing the community/region it serves with high quality health services in the detection, diagnosis, treatment and rehabilitation. The Secretary provides the physician faculty with a variety of supportive services necessary for the unit operations, so that optimal quality care can be delivered. The team provides patient care and supportive services that are directed towards achievement of patient care outcomes through the integrated skills of all team members in the department. The Secretary, as a member of the team, is responsible to serve as a liaison between professional and technical staff, patients, general public and other departments.

Position Summary
This position coordinates the pediatric program for radiation oncology. Schedules adult and pediatric procedures. Provides support to one or more physicians within the Department of Radiation Oncology. The position proactively manages multiple calendars; organizes and schedules meetings, conferences and special projects; prepares and distributes agendas; schedules travel accommodations both domestic and international; researches, compiles and provides information to aid the physician faculty in decision making; conveys directives, assignments and decisions from the clinical faculty; initiates, responds to and follows up on correspondence; composes and edits letters, reports, and other documents; regularly interacts with faculty, college and health system leadership, the department's management team and staff, and Nationwide Children's Hospital (NCH); special projects as assigned.

Minimum Qualifications
Per Classified Civil Service specifications Six months experience (600 hours training) using computers to generate a variety of materials ranging from basic to complex; 6 mos. experience (600 hrs course work) in office practices and procedures; 6 months experience (600 hours course work) in customer service. Some positions require one year related medical secretarial experience or completion of an associate's degree program with three courses in medical terminology plus 3 mos. experience (300 hours training) in use of word processing equipment, consistent with position description. Some positions require 6 mos. experience (600 hrs course work) in supervision consistent with position description.

Career Roadmap

FUNCTION: Business Planning and Operations

SUB-FUNCTION: Administrative Assistance

CAREER BAND: Individual Contributor - Technical

CAREER LEVEL: T2

Additional Information:

Duties and Responsibilities

35% Provides clinical support to two or more clinical faculty members within the Department of Radiation Oncology; reconciles daily clinical schedule to ensure physician compliance with patient notes, SSI spreadsheets, and chart close outs; serves as first point of contact for questions regarding physician schedules from internal and external stakeholders; ensures appropriate processing of patient FML paperwork; ensures Faculty Staffing calendar is correct and discrepancies are addressed; assists in gathering & compiling statistical data and other medical information, including chart requests.

35% Provides administrative support to two or more clinical faculty members within the Department of Radiation Oncology; coordinates multiple calendars ensuring appointments, procedures, meetings, and leave are scheduled in IHIS, Radiation Oncology EMR, and Outlook; organizes and schedules meetings, conferences and special projects; prepares and distributes agendas; records and transcribes meeting minutes; schedules travel accommodations both domestic and international; processes reimbursements; responsible for maintaining Research in View, or equivalent system; proactively aware of meetings and expected visitors and available to escort visitors/meeting attendees; prepares & compiles teaching materials as needed; relieves clinical faculty of routine administrative duties.

10% Researches, compiles and provides information to aid the clinical faculty in decision making; researches, interprets, and communicates University, Health System and Department policies and procedures; conveys directives, assignments and decisions from the clinical faculty member.

10% Independently initiates, responds to and follows up on correspondence; composes and edits letters, reports, and other documents; regularly interacts with faculty, college and health system leadership, as well as the department's management team and staff.

10%Special projects as assigned; provide back coverage for other OAs in the department.

Patient Population Served

Knowledge of growth and development and an understanding of the range of treatments necessary to meet the age-specific needs of the patient population served:

Not Applicable: Non-patient care title

Location:James Cancer Hospital (0375)Position Type:RegularScheduled Hours:40Shift:First ShiftFinal candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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