Administrative Assistant - Regional Operations

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Job Location (Full Address):

275 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500054 SMH Hem/Onc - Strong West

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

The Administrative Assistant – Regional Operations provides comprehensive administrative and operational support to Wilmot Cancer Institute’s regional cancer program. This position supports the day-to-day operations of multiple clinical locations and serves as an important administrative resource for regional leadership, providers, clinical teams, and support staff. The Administrative Assistant is responsible for coordinating administrative activities, maintaining effective communication across regional locations, supporting meetings and projects, monitoring operational follow-up, and assisting with initiatives that promote efficient patient access and a consistent patient experience across the Wilmot regional network. This position requires a high level of organization, professionalism, discretion, follow-through, and the ability to independently prioritize competing demands in a complex healthcare environment.

ESSENTIAL FUNCTIONS

• Provide administrative support to Regional Operations leadership and designated regional clinical and administrative leaders. Coordinate calendars, meetings, conference calls, agendas, minutes, and follow-up activities. Prepare correspondence, reports, presentations, spreadsheets, and other administrative materials. Maintain organized electronic files, records, and confidential information. Assist with regional communications and distribution of operational information to appropriate stakeholders. Coordinate administrative needs across multiple Wilmot regional locations.
• Support regional operational initiatives and special projects from planning through completion. Track assigned action items, deadlines, and follow-up requirements to ensure timely completion. Assist leadership with gathering, organizing, and monitoring operational data and reports. Identify administrative or operational issues requiring escalation and ensure appropriate follow-through. Assist with implementation of standardized processes across regional locations. Coordinate information and activities between regional sites and central Wilmot operations.
• Schedule and coordinate regional meetings and workgroups. Develop meeting agendas and materials and document meeting outcomes and action items. Maintain project trackers and assist with monitoring deliverables. Support presentations, leadership meetings, site visits, and regional initiatives. Assist with preparation for new programs, services, provider transitions, and operational changes.
• Provide administrative support related to provider and staff onboarding, transitions, scheduling, and operational needs. Coordinate communication among providers, managers, clinical staff, and administrative teams. Assist with maintaining current provider and site information. Support regional leadership with staff communications and organizational activities
• Collect, organize, and maintain operational information for regional leadership. Assist with routine reporting, audits, tracking tools, and performance-monitoring activities. Maintain spreadsheets, databases, dashboards, and other tracking mechanisms. Ensure information is accurate, timely, and appropriately maintained.
• Serve as a professional point of contact for administrative questions and requests. Communicate effectively with physicians, APPs, nurses, administrative leaders, staff, patients, and external partners. Demonstrate professionalism and discretion when handling confidential patient, employee, and organizational information. Promote a collaborative and service-focused environment across regional locations.
• Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 2 years of relevant administrative experience required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required
• Experience within an academic medical center, cancer center, or complex healthcare organization preferred.
• Experience supporting multiple clinical locations or regional operations preferred.
• Familiarity with Epic or other electronic health record systems. Experience with healthcare scheduling, patient access, reporting, or project coordination preferred.
• Strong attention to detail and demonstrated follow-through preferred.
• Ability to work effectively with multiple departments, leaders, and clinical teams preferred.
• Demonstrated customer service skills preferred
• Core competencies including Organization and Prioritization, Communication, Customer service, Accountability and Follow-through, Problem solving, Attention to detail, Collaboration, Adaptability, Professionalism and Discretion, Project coordination; preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.