Job Description
SUMMARY: The Office Administrator assists the Physicians and Chief Operating Officer in completing administrative and office support activities. Oversees daily non-clinical office operations. Ensures efficient work flows, processes payroll, and manages office inventory. Other duties will include fielding telephone calls, word processing, filing, faxing, copying, research, driving to complete errands outside the facility, and preparation of spreadsheets and presentations. ESSENTIAL DUTIES AND RESPONSIBILITIES: Office Administrator Duties Will work with the Chief Operating Officer to provide office support in the way of fielding phone calls, faxing, copying, filing, and creating / maintaining word processing documents and spreadsheets. Will complete errands outside of the facility for the Chief Operating Officer to include deliveries to the Accountant, Attorney or other entities or POMS/CCSI facilities. Will be knowledgeable of the Time and Attendance system. Will maintain and update employee demographics within the system, run daily reports to check missed clockings, and will assist managers with correcting missed punches. Will run weekly, monthly, and annual reports from the system for management. Will process and submit staff payroll. Will provide backup support to the Director of Support Services to enter invoices and produce checks from Quickbooks. Reconcile Executive Assistant’s portion of the corporate credit card statement and the courier’s gas receipts. Will work with the Chief Operating Officer to assign cost codes to all employee benefit invoices (health, life, and dental) so that they may be entered into Quickbooks for payment. Assists Human Resources in completing correspondence for the Accountant and insurance carriers regarding employee payroll changes - demographics, hire/terminations, deductions, etc. Serves as a backup to the Director of Human Resources to complete employee training – OSHA, HIPAA, and Medicare. Works with Chief Operating Officer to obtain competitive bids on office and medical equipment prior to acquisition. Assists the Chief Operating Officer in obtaining employees to staff special events and ensure the appropriate hours worked are entered into the time and attendance system. Coordinates Physician and employee focused events such as employee recognition days, employee retirement celebrations, new Physician welcoming events, etc. Order Employee Appreciation Gifts and Gifts Cards. Will reserve lodging for visiting physicians and for staff members working in one of our other office locations. Will collect Governance Committee timesheets and email hours to accountant every month (copy Dr. dePaz and Dr. Floyd on email). Will enter new referring providers into Epic’s GASF portal. Collect and send Pharmacy, Imaging and Radiation Oncology research hours to Dr. Wade at the end of every month. Responsible for maintaining company forms and letterhead. Will create and maintain forms in Microsoft Word on the server. Works with the printing company to complete changes of printed materials and coordinates distribution of materials to CCSI facilities and external entities. Maintains the master copy of keys for all facilities. Assists with coordination for the general operation of the courier services and vehicles. Schedule maintenance for Decatur vehicles. Works on special projects assigned by the Chief Operating Officer. Will coordinate delivery of Provider Pay Stubs monthly. Works with Director of Pharmacy Services in tracking drug rebates on spreadsheet and email to the Director of Pharmacy every Monday. Travel to other offices as needed. Assist in making banking deposits as needed. Order and track scrubs for all staff. Track scrubs that have been turned in by terminated staff. Please shirt orders for staff through vendor (Spring and Fall). Will coordinate the ordering and distribution of Physician lab coats and employee logo wear. Supports Office Managers to ensure correct and efficient use of EPIC EMR for scheduling, incoming and outgoing referrals, customer service, scanning, and other Front Office tasks. Services as liaison between office staff and medical oncology staff. Professional Communication Will have access to highly confidential company and employee information Will maintain confidentiality of all information. Interacts with employees, managers, and Physicians and will treat all with dignity and respect and strive to communicate with all in a positive manner. Maintains professional relationships and conveys relevant information to other members of the health care team. Internal Contacts: Office staff, physicians, nursing staff, laboratory staff, pharmacy