Under general supervision and according to established policies and procedures, is responsible for coordinating clerical and administrative support functions for the Medical Oncology department Managers, Clinical Coordinators and staff to include logs, records and manual maintenance, establishing essential records and databases, inputting data into computer for scheduling, charge entry, in-service time, statistical data, etc. Appropriately interacts with physicians, patients, family and staff. Supports unit activities to ensure smooth functioning of the area record and manual maintenance, and first line interactions regarding internal/external customer concerns.

Essential Job Functions

Provides administrative and secretarial support to for Medical Oncology department including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes, etc. Coordinates functions for identified department staff including physicians if applicable. Coordinating and maintaining appointment calendars.Develops and maintains records and files in an organized manner.Arranges meetings and preparing agendas, meeting notices and presentation materials.Attends and transcribes meeting minutes.May monitor allocation of expenses to appropriate cost centers.Obtains special services as needed.Appropriate supply maintenance and inventory.Site, material, and equipment preparation for events, meetings, educational offerings and presentations.Responsible for arrangement, typing, distribution and maintenance/revision of Billings Clinic policies and procedures. Coordinates with management staff to revise policies and procedures (department-specific and clinic-wide).May coordinate with and assist with travel arrangements.Maintain a detailed knowledge of the Medical Oncology information system’s functionality and structure. Understands the implications of the data and how the data is utilized. Utilizes computer system to maintain a variety of logs and information databases, input and retrieve statistical data, etc. Maintains department(s) databases, primary records, manuals, and reference materials. Participates in maintaining the integrity of the system data and equipment. System and equipment maintenance and data integrity for multiple system applications which may reside on more than one information system. Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for various projects and programs based on needs identified by the staff and leadership for the department(s) and/or organization requiring independent judgment with minimal supervision. Communicates appropriately with internal/external customers to identify concerns and issues, identifies routing to appropriate resources, and follows up to ensure all matters requiring attention are addressed promptly and efficiently.Investigates and coordinates resolution of non-routine problems. Initiates appropriate follow-up to ensure that all matters requiring attention are addressed promptly and efficiently. Refers more complex problems to the Clinical Coordinators, Manager or Director as appropriate. May assist with work across departmental lines as needed to meet organizational needs. Acts as a resource to Billings Clinic Bozeman Leadership and Supervisory staff. May represent department in delegated committees and meetings. Identifies needs and sets goals for own growth and development; meets all mandatory system/departmental requirements. Maintains competency in all organizational, departmental and outside agency requirements relevant to job performance.