Sr. Administrative Assistant

Why Join Us? 

• Be part of a practice at the forefront of cutting-edge cancer care and advanced treatments
• Access opportunities for professional growth and continuing education.
• Work alongside a collaborative and compassionate team of experts dedicated to making a difference.
• Enjoy the convenience of multiple locations throughout the Capital Region.
• Contribute to groundbreaking clinical trials that shape the future of oncology care.

Discover your career potential with a practice dedicated to excellence and innovation.

PAY RANGE: $24-$32/hr

The Sr. Administrative Assistant serves as a key administrative partner supporting the Practice Administrator and Practice Leadership Team across multiple clinical locations. This position provides high-level administrative, operational, and project coordination support to ensure efficient day-to-day practice operations. The Sr. Administrative Assistant acts as a central point of coordination between site leaders, corporate departments, providers, and staff while maintaining confidentiality and professionalism in all interactions.

The role requires exceptional organizational skills, independent judgment, strong communication abilities, and the capacity to manage multiple priorities in a healthcare environment. Supports and adheres to NYOH's Core Values, Compliance Program, to include the Code of Ethics and Business Standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Leadership Support

• Provides high-level administrative support to the Practice Administrator and Practice Leadership Teams across multiple practice locations. Assists in identifying clinical coverage gaps.
• Maintains complex calendars, schedules meetings, coordinates appointments for Practice Administrator.
• Coordinates leadership meetings, management meetings, and special committees, including agenda preparation, meeting materials, minutes, and follow-up on action items.
• Coordinates provider expense reimbursement submissions, and related documentation.
• Composes, prepares, edits, and proofreads correspondence, reports, presentations, meeting materials, and organizational communications.
• Maintains confidentiality of sensitive employee, operational, financial, and organizational information.

Multi-Site Operations Support

• Assists with coordination and communication of operational initiatives, practice-wide projects, and organizational priorities.
• Tracks leadership action items, operational deadlines, and project milestones to ensure timely completion.
• Supports Practice Administrator with implementation of process improvement initiatives and operational efficiencies.
• Assists with emergency preparedness planning, business continuity documentation, and maintenance of operational resource materials.

Provider and Staff Scheduling Support

• Coordinates all provider schedules, monthly on-call schedules, time-off requests, holiday rotations, and related communication.
• Maintains vacation, time-off, and on-call accrual records and distributes schedules throughout the organization as appropriate.
• Assists with meeting scheduling, conference room reservations, and coordination of multi-site leadership activities.

Project Management and Special Initiatives

• Assists in monitoring project timelines, deliverables, and implementation activities.
• Maintains accurate records, databases, spreadsheets, and tracking tools used by leadership.
• Assists leadership with collecting, organizing, and analyzing information to support decision-making.

Human Resources and Administrative Coordination

• Coordinates interview schedules and candidate communications as requested by leadership.
• Maintains organizational charts, staff directories, and department contact lists.
• Supports employee engagement, recognition, and leadership-sponsored staff events.

Office Administration

• Orders and maintains inventory of office, printer, and administrative supplies.
• Coordinates vendor interactions, service requests, and administrative purchasing activities.
• Establishes and maintains organized filing systems, both electronic and paper, ensuring records are current, secure, and accessible.

Performs additional duties and projects as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required. Associate Degree in Business Administration, Healthcare Administration, or related field preferred.
• Minimum five (5) years of progressively responsible administrative support experience required.
• Previous healthcare, medical practice, physician group, or multi-site administrative experience preferred.
• Experience supporting senior leaders, executive teams, or operational leadership preferred.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong organizational, project coordination, communication, and problem-solving skills required.
• Demonstrated ability to manage multiple priorities and deadlines with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping and stretching. Requires occasional lifting of up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range.