Executive Assistant, Radiology

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job Description:

The Executive Assistant, Radiology will provide daily administrative duties and clerical support for the Radiology Team as appropriate. Duties include coordination of schedules for a team of Radiologists to ensure multi-site coverage for all scheduled tests as well as administrative support for the Radiology team such as composition and preparation of correspondence, filing, copying, placing, and answering phone calls, calendar and meeting management, organization and planning meetings and private business events with associated materials, create and update spreadsheets and databases, prepare reports, presentations, and other communications for the Radiology Team.

ESSENTIAL FUNCTIONS:

- Provide administrative support for projects including research, compiling data, and preparing reports.
- Responsible for maintaining the radiologists’ daily calendars.
- Manage addenda requests and requests to expedite the interpretation of a given study.
- Answer providers’ questions/directs them to the appropriate radiologist within scope of practice.
- Maintain credentialing records for Radiologists’ licenses and CMEs.
- Run analytical reports regularly to track practice volumes, radiologist volumes, TATs, and other applicable metrics. Tracking radiologists’ interpretation volumes/RVUs.
- May be actively involved in distributing research read patients and/or ensuring the quality of the research read reports.
- Assign certain studies to a subgroup of radiologist readers to even out workflows/volumes.
- Assist technologists when needed to help obtain outside facility before films/exams.
- Log IR call shifts.
- Assists in bonus calculation and tracking vacation changes and extra shifts purchased.
- Oversee peer review/reminders.
- Coordinate planning and logistics concerning appointments and meetings for radiologist leadership and management, including travel arrangements.
- Communicate with all levels of management on information relating to projects and other requests.
- Act as a liaison between Radiology Leadership and Management
- Answer telephones, take accurate messages, screen and professionally direct calls.
- Compose, prepare, and proofread correspondence, office memos, and reports on the computer, including printed conference materials for tumor boards.
- Design, implement, and update forms for use within the office by applying knowledge of software applications.
- Maintain files in an organized and accessible manner to include updating information, purging files regularly, and creating a new filing system as needed.
- Attend meetings and prepare agenda and minutes as requested.
- Order office supplies.
- Other responsibilities as directed by the Radiology Leadership Team.

KNOWLEDGE, SKILLS & ABILITIES:

- Ability to maintain confidentiality and exercise independent discretion and judgment.
- Must be highly proficient in Microsoft Word, Outlook, Excel, and PowerPoint.
- Must be detail-oriented, ability to multi-task; enjoy fast-paced office with constantly changing demands while maintaining a positive attitude.

EDUCATION & EXPERIENCE:

- High School Diploma or Equivalent.  Bachelor’s degree preferred.
- At least five years plus of executive assistant experience in a healthcare, insurance, or equivalent administrative position

PHYSICAL REQUIREMENTS:

- Occasional travel throughout Middle/East Tennessee area between clinic offices, administrative home office, and other satellite locations.
- Occasional lifting required up to 25 lbs.