Administrative Assistant - MDs 1211 UNION (West Cancer Center) Job


This position will provide support to the clinic physicians which involves clerical, travel, schedule, credentialing and other duties as assigned.  Work is performed under the general direction of the VP Administrative Services.


One year of college or technical school; or two years or greater related experience and/or training; or equivalent combination of education and experience.


Must have excellent organization and follow-up skills; excellent verbal and written communication skills; excellent problem-solving skills; ability to organize and prioritize work assignments; ability to handle multiple priorities in a fast-paced environment; ability to analyze situations and respond in a timely manner; ability to participate in multi-functional teams; ability to establish and maintain effective working relationships within The West Clinic; must be proficient in computer applications including word processing and e-mail.  Additional hours may be required.

Key Job Responsibilities

  • Keeps and revises CV’s for their physician(s). Arranges travel and submits reimbursement requests. Prepares itineraries and coordinates details.  Distributes travel info. 

  • Prepares weekly agendas

  • Processes incoming and outgoing mail
  • Processes physician dictation

  • Interfaces with scheduling department regarding opening or closing the clinic schedule to match other scheduled events on the physician’s calendar.
  • Facilitates credentialing/re-credentialing for physicians with the Credentialing Coordinator.
  • Types correspondence and papers/articles for publication.

  • Submits hospital card charges / changes each day.

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

  • Conserves physician’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunication.

  • Maintains physician’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

  • Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

  • Maintains customer confidence and protects operations by keeping information confidential. Completes projects and follow-up on results.  Prepares reports by collecting and analyzing information.

    Provides historical reference by developing and utilizing filing and retrieving systems; record meeting discussions.

    Maintains office supplies inventory by checking stock to determine  inventory level; anticipating needed supplies; evaluating new office products; placing  and expediting orders for supplies; verifying receipt of supplies.

    Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

    Maintains professional and knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

    Contributes to team effort by accomplishing related results as needed.  

    Reviews and validates monthly credit card statement and submits to Finance Dept in a timely manner.

    Runs work related errands for doctors as needed.

    Creates PowerPoint presentations or spreadsheets for physicians.

    Respects the dignity and confidentiality of patients.

    Conserves physician’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunication.

  • Maintains a good attendance record and reports on time for work.  Maintains a professional attitude and appearance.  Complies with clinic safety policy and procedures.

  • Possesses good communication skills that lend to a team-oriented work environment.

  • Attends staff meetings as scheduled.

  • Assists with training and orientation of new employees as assigned.

  • Interfaces with Nurses, Physicians, and Front Desk regarding scheduling issues.Also interfaces with attorneys, drug representatives and travel agents for depositions, and new drug products.

  • Performs all other duties as assigned.

Physical Requirements


  • Typical clinical environment with quiet noise level.


  • Ability to walk, sit and use hand/wrist for extended periods of time.


  • Ability to read and understand documents such as safety rules, operating and maintenance instructions, procedures manuals, correspondence.Ability to write routine reports and correspondence.Ability to speak and present information in small groups of customers, suppliers or employees of the company.


  • Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s.Ability to perform these operations using units of US dollars, weight measurements, volume, and distance.


  • Ability to apply common sense understanding to carry out detailed written or oral instructions.Ability to deal with problems involving a few concrete variables in routine situations.


  • Some travel may be required.