The Executive Secretary in Hematology Oncology provides advanced, high-level administrative and operational support to divisions leadership, including Division Director and Business Administrator. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage complex scheduling, communication, and workflow processes in a fast-paced academic medical environment. Proficiency in EPIC, QGenda for physician and APPs scheduling, and Microsoft Office/Outlook is essential. The Executive Secretary ensures efficient daily operations, supports clinical and academic activities, and contributes to the overall effectiveness of the department/division.
Responsibilities
Clinical and Scheduling Support
- Utilize EPIC to support clinical workflow, including providers session and epic template schedule verification, retrieving clinical records, and facilitating communication with care teams.
- Monitor and alert physicians of scheduling conflicts, urgent issues, or workflow needs.
Meeting and Event Coordination
- Coordinate and schedule departmental, committee, and program meetings; prepare agendas, distribute materials, and record minutes as requested.
- Arrange virtual meetings and ensure appropriate access roles (e.g., assigning physicians as alternate hosts).
- Assist in planning departmental events, lectures, faculty onboarding sessions, and educational activities.
Compliance, Licensing, and Credentialing
- Track and manage Continuing Medical Education (CME) credits through the UC CloudCME system for license renewal and credentialing.
- Maintain tracking systems for medical, DEA, and other required licensure; notify physicians of upcoming renewal deadlines and assist with documentation as needed.
- Ensure administrative operations align with institutional policies, regulatory requirements, and departmental standards.
- Maintain accurate records for payments, reimbursements, and compliance-related documentation.
Travel, Finance, and Reporting
- Coordinate travel arrangements for faculty and leadership, including transportation, lodging, and conference registrations.
- Prepare, submit, and reconcile expense reports using Concur; ensure timely processing and compliance with institutional guidelines.
- Monitor physician Professional Development Accounts (PDA) and prepare quarterly financial summaries.
Operational and Departmental Support
- Assist with onboarding of new faculty, residents, fellows, and administrative staff, including access setup, orientation scheduling, and resource coordination.
- Maintain organized electronic and physical filing systems for departmental documents, ensuring accuracy, accessibility, and confidentiality.
- Provide document formatting and editing support using Word, PowerPoint, and other software tools.
- Collaborate with leadership in monthly meetings to review departmental needs, updates, and process improvements.
- Coordinate with internal departments, external vendors, and patients to facilitate smooth operations and professional communication.
- Support special projects and departmental initiatives as assigned.
- Support with grand rounds as needed
- Support with maintaining division’s website
- Help with division’s faculty and staff meeting presentation
- Works closely with Division Director and Business Administrator
Other Duties
- Perform other related administrative responsibilities as assigned to support departmental operations and leadership needs.
Qualifications
Required:
- High school diploma or equivalent; associate or bachelor's degree preferred.
- 3+ years of administrative or executive support experience, preferably in a healthcare setting.
- Proficiency in MS Office, EPIC and QGenda systems a plus.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Strong team player with positive attitude.
- Discretion with confidential information.
- Hybrid work option with 4 days in-person and 1 day remote (subject to change as needed per divisional/departmental needs and guidelines.
- Strong work ethics and values
- Strong team player with demonstrated examples of working with management.
- Help track faculty/APPs PTO.
Preferred:
- Experience in an academic medical center or Internal Medicine and Hematology oncology environment.
- Strong team player with demonstrated examples of working with management.
- Familiarity with medical terminology and clinical workflows.
- Experience with APP/MD recruitment process as well as onboarding requirements
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About UC Health
UC Health is an integrated academic health system serving Greater Cincinnati and Northern Kentucky. In partnership with the University of Cincinnati, UC Health combines clinical expertise and compassion with research and teaching-a combination that provides patients with options for even the most complex situations. Members of UC Health include: UC Medical Center, West Chester Hospital, University of Cincinnati Physicians and UC Health Ambulatory Services (with more than 900 board-certified clinicians and surgeons), Lindner Center of HOPE and several specialized institutes including: UC Gardner Neuroscience Institute and the University of Cincinnati Cancer Center. Many UC Health locations have received national recognition for outstanding quality and patient satisfaction. Learn more at uchealth.com.
At UC Health, we're proud to have the best and brightest teams and clinicians collaborating toward our common purpose: to advance healing and reduce suffering.
As the region's adult academic health system, we strive for innovation and provide world-class care for not only our community, but patients from all over the world. Join our team and you'll be able to develop your skills, grow your career, build relationships with your peers and patients, and help us be a source of hope for our friends and neighbors.
UC Health is an EEO employer.
Provide administrative support to Division Director, Business Administrator and other Section Chief and MDs/APPs as needed
Help with maintaining Division's website
Help with Grand Rounds
Process Concur Reimbursements
Track Medical Doctor's IP weeks
Help order office supplies
Help track MDs PTO calendar
- Strong team player with positive attitude.
- Hybrid work option with 4 days in-person and 1 day remote (subject to change as needed per divisional/departmental needs and guidelines.
- Strong work ethics and values
- Strong team player with demonstrated examples of working with management.
- Help track faculty/APPs PTO.
- High school diploma or equivalent; associate or bachelor's degree preferred.
- 3+ years of administrative or executive support experience, preferably in a healthcare setting.
- Proficiency in MS Office, EPIC and QGenda systems a plus.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Strong team player with positive attitude.
- Discretion with confidential information.
- Hybrid work option with 4 days in-person and 1 day remote (subject to change as needed per divisional/departmental needs and guidelines.
- Strong work ethics and values
- Strong team player with demonstrated examples of working with management.
- Help track faculty/APPs PTO.
