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Clerical SupervisorJob ID217929LocationStrong Memorial HospitalFull/Part TimeFull-TimeFavorite JobRegular/TemporaryRegularOpeningFull Time 40 hours Grade 051 Radiation Oncology SMHSchedule8 AM-4:30 PMResponsibilitiesPosition Summary:Serves as the Radiation Oncology Department administrative assistant, providing administrative support to the department with day to day functional duties.Provide direct support to Senior Administrator. Independently review and evaluate documentation required for academic appointments, reappointments, promotions, and credentialing on all Radiation Oncology faculty. A strong understanding and implementation of all University, Medical School, Hospital and Departmental policies and procedure regarding faculty affairs. Develop and implement office procedures and processes that will optimize office efficiency. Maintain a professional and cooperative relationship with all members of the department and University.The individual in this position must deal with highly confidential information, must be able to work with limited supervision and exercise independent judgment. Must understand and communicate University and Departmental policies and procedures, analyze situations, and make judgements to facilitate desired outcomes. Must be highly professional in representing the Wilmot Cancer Institute in all scenarios.Responsibilities:Appointment Process
New Faculty
Independently establish communication with new faculty and coordinate all required documentation to complete academic appointment; includes email, phone, mail, written and verbal communication.
Prepare all documentation for faculty appointment for the department
Schedule all training, orientation sessions, and drug testing
Ensure all aspects of the faculty offer letter are adhered to.
Order computer, phone, pager-overhead paging, name plate.
Communicate closely with Sr. Administrator and Chair on all aspects of process.
Create and maintain Hiring Processing Checklist and Faculty Information sheet up to date.
Faculty Appointments/Reappointments
Maintain appointments on all Radiation Oncology faculty and collaborating faculty.
Review Faculty Roster on a monthly basis for reappointment due dates and determine requirements needed.
Send out notifications to Chair with requirements for faculty that are being reappointed.
Prepare PAF forms with appropriate reappointment information.
Communicate and gather all required documentation from faculty.
Post Doc Fellows:
Prepare all PAF forms for reappointments and new incoming post doc fellows.
Communicate with Graduate Medical Education Office on all aspects of fellow’s appointment process and payroll issues (disabilities).
Staff Appointments:
Prepare all documentation for staff appointment for the department.
Order computer, phone, pager-overhead paging, name plate.
Communicate closely with Sr. Administrator and Program Director on all aspects of process.
Maintain staff End of Probationary log and make recommendations according to policies.
Track new/replacement staff requisitions.
Prepare annual salary letters to all staff (develop a merge file and letter).
Prepare all PAF forms for reappointments and new incoming staff.
Personnel
Payroll
Responsible for reviewing and approving payroll for department’s hourly/semi-monthly, monthly, Faculty, Staff, and Post Doc Fellows payroll. Make adjustments as necessary due to issues. Service as back up approver to all other payroll approvers.
Ensure area supervisors are reporting all incidents and disabilities and record in HRMS appropriately.
Answer correspondence and resolve all payroll issues.
Distribute semi-monthly and monthly calendars to staff on a routine basis. Maintain timesheets and calendars of all payroll exceptions.
General
Maintain HRMS staff designations.
Responsible for monitoring and maintain all compliance documentation in HRMS
Prepare end of year holiday gift letters for all appropriate staff and faculty.
Assist Administrator with all required information necessary on faculty and staff.
Maintain personnel files on all faculty and staff: assure documentation is filed appropriately.
Prepare Overtime Analysis report on a biweekly basic on all clinical staff.
Maintain I-9 status.
Create and maintain Radiation Oncology employee database.
Visa/Immigration
Serves as resource person for department on all visa/immigration matters.
Works with the graduate study and ISO offices on all aspects.
Faculty/Credentialing
Works with the Medical Staff Services office to complete and submit all required documents for faculty credentialing process.
Communicates needs and deadlines with faculty to ensure all aspects of the process are adhered to.
Maintain electronic faculty credentialing file including current state licenses, DEA certificates, and all pertinent credentialing documents.
Maintain faculty provider profile in the CAQH database
Provide administrative support to the Senior Administrator. Manage their time and calendar as applicable, coordinate schedules, setup meetings and resolve any scheduling conflicts. Facilitate all incoming phone calls and provides administrative support to all as applicable. Process daily mail, faxing, copying.Other Duties
Acts as department Gatekeeper to request authorized DRO employees and contractor’s ID card reader swipe access to department
Coordinate ITSR work requests.
Serve as department Gatekeeper for department room access.
Responsible for updating hospital staff directory with Staff Finder Administrative rights.
Facilitate all ground floor facilities issues.
Create and maintain Radiation Oncology directory and office rooms and cubicle directory and name plates.
Order name plates as necessary through Facilities.
Maintain UR staff directory on all Radiation Oncology staff.
Participate in monthly Medical Center Administrator Group meetings.
Perform other related duties.
Maintain DRO and Medical School key list.
Provides cross coverage for Administrative Assistant to Chairman as needed:
Update and send Weekly Information sheet on Fridays
Post conference room schedules on Fridays for upcoming week
Prints Chair’s calendar & organizes mail
Responds to any requests from the Chair
Qualifications:College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.Preferred QualificationsRequires a high level of independent judgment and confidentiality. MS Office Suite.How To ApplyAll applicants must apply online.EOE Minorities/Females/Protected Veterans/Disabled
