Executive Secretary, Internal Medicine, Full Time, First Shift

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 en