Administrative Assistant

Carolina Oncology Specialists has been providing compassionate, patient-centered care since 1983, delivering high-quality oncology and hematology services tailored to each individual's needs. Patients benefit from the convenience of receiving chemotherapy treatments in our clinics, along with expert diagnosis, treatment, and management of a wide range of blood disorders.

Why Join Us?

We are seeking talented, compassionate, and highly motivated individuals who are passionate about making a difference. At Carolina Oncology Specialists, you'll have the opportunity to support the meaningful work of community oncology while helping provide exceptional care and hope to the patients and families we serve. Join a team dedicated to clinical excellence, collaboration, and improving lives every day.

Job Description:

Administrative Assistant - Administration Department 

Carolina Oncology Specialists (COS) 
Reports To:  Office Manager 
FLSA Status: Non-Exempt 
Location: Hickory, NC 

Position Summary 

The Administrative Assistant provides comprehensive administrative support to the Administration Department of Carolina Oncology Specialists. This position serves as a central point of coordination for executive, human resources, operational, and organizational activities. The Administrative Assistant is responsible for maintaining confidential information, coordinating meetings and events, managing communications, supporting projects, and ensuring efficient administrative operations across the organization. 

Essential Duties and Responsibilities 

Administrative Support 

• Provide administrative support to executive and administrative leadership. 

• Prepare correspondence, reports, presentations, meeting agendas, and meeting minutes. 

• Maintain electronic and paper filing systems. 

• Manage calendars, schedule meetings, and coordinate conference calls and virtual meetings. 

• Screen and route incoming communications appropriately. 

• Assist with travel arrangements, registrations, and expense reporting. 

Human Resources Support 

• Assist with onboarding and orientation activities for new employees. 

• Maintain personnel files and training records. 

• Support employee communication efforts and organizational announcements. 

• Coordinate employee recognition programs, engagement initiatives, and events. 

• Assist with tracking mandatory training, licensure, certifications, and compliance documentation. 

Operational Support 

• Coordinate administrative projects and track deliverables. 

• Maintain office supplies and administrative resources. 

• Assist with vendor communications and invoice processing. 

• Support physician and leadership meetings as needed. 

• Prepare reports and compile data for leadership review. 

Meeting & Event Coordination 

• Coordinate board, leadership, and departmental meetings. 

• Reserve meeting spaces, arrange catering, and prepare materials. 

• Organize employee appreciation events, celebrations, and organizational activities. 

• Maintain event calendars and schedules. 

Confidentiality & Compliance 

• Handle sensitive business, employee, and patient-related information with strict confidentiality. 

• Adhere to HIPAA, OSHA, and company policies. 

• Maintain professional conduct and discretion in all interactions. 

Qualifications 

Education 

• Associate degree in Business Administration, Healthcare Administration, Human Resources, or related field preferred. 

• High school diploma or equivalent required. 

Knowledge, Skills, and Abilities 

• Exceptional organizational and time management skills. 

• Strong written and verbal communication abilities. 

• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. 

• Experience with HRIS systems (Workday preferred). 

• Ability to manage multiple priorities and deadlines. 

• Strong attention to detail and accuracy. 

• Ability to maintain confidentiality and professional discretion. 

• Excellent customer service and interpersonal skills. 

Physical Requirements 

• Ability to sit for extended periods. 

• Frequent use of computers and office equipment. 

• Occasional lifting of up to 25 pounds. 

• Ability to travel occasionally between practice locations as needed. 

Success Measures 

• Timely completion of administrative assignments. 

• Accuracy of records and documentation. 

• Effective coordination of meetings and projects. 

• Positive feedback from leadership and employees. 

• Consistent maintenance of confidentiality and professionalism.