Temporary - Executive Assistant

The Department of Radiation Oncology was established in 1985 and is part of the Brody School of Medicine at East Carolina University. The Department proudly hosts a two-year, CAMPEP-accredited medical physics residency program and co-sponsors a CAMPEP-accredited medical physics graduate program with the Department of Physics. Department faculty provide professional services as radiation oncologists and medical physicists and are actively engaged in oncology patient care, clinical research, and teaching of students, residents, and fellows. Faculty also serve in various leadership capacities at ECU Health Medical Center, including Chief of Service of Radiation Oncology and Director of Stereotactic Ablative Radiotherapy. Among the clinics where department faculty provide care is ECU Health Radiation Oncology and ECU Health Gamma Knife Center, both at ECU Health Medical Center. The Department also collaborates with ECU Health Beaufort Hospital, ECU Health Edgecombe Hospital, and ECU Health Roanoke-Chowan Hospital to provide clinical care and quality standardization for patients across eastern North Carolina.

This temporary position provides essential administrative support for the Department Chair and for other faculty physicians in the department, including such tasks as: calendar maintenance; appointment scheduling; travel and leave coordination; ProCard usage; Faculty 180 management; Time & Effort (T&E) assistance; interoffice liaison; and other necessary administrative duties as assigned.

Physician Support (80%)

Provide broad scope of administrative support for Department Chair and other physician faculty; Maintain Outlook and Aria meetings and appointments, including coordinating times and locations, drafting agendas and minutes, sending invitations and updates, and other actionable items; Coordinate backup attendance when physician who is scheduled to attend a meeting, tumor board, or other mandatory appointment becomes unavailable; Apprise clinic managers when non-routine visitors - such as students, residents, and contractors - are scheduled to be onsite; Maintain Faculty 180 information for select physicians, including data entry, edits, and reviews for accuracy; Submit appropriate leave requests for physicians and Department Chair; Assist in drafting, reviewing, and completing the monthly Time & Effort (T&E) report for select physicians; Submit appropriate forms and receipts to HR Benefits for Department Chair when eligible to be reimbursed for medical or dental expenses; Coordinate meeting times and other needed details for employee candidates interviewing with physicians; Provide reminders to physicians for non-routine appointments and meetings; and Coordinate with appropriate physics personnel to confirm date and time of Y90 (Therasphere) patient appointments and add those appointments to Outlook and Aria.

Travel and ProCard Support (10%)

Coordinate all aspects of professional leave for physicians, including registration, lodging, airfare, reimbursements, Chrome River documentation, and so forth; and Utilize ProCard to process payments for physicians, including conference registrations, membership renewals, airfare purchases, and other necessary expenses.

Other Department Support (10%)

Collaborate with Hematology/Oncology Fellowship Coordinator to schedule fellowship rotations and lectures, then notify clinic managers and physicians and notate Aria accordingly; Coordinate completion and approval of M3 Elective Forms for third-year medical students and ensure Aria is updated to reflect each date when medical student will be in clinic; and Other duties as assigned by Department Chair or Supervisor.

Will consider up to 1.0 FTE

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

None

Experience with East Carolina University's ProCard, PORT, Travel and Faculty180

None

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