Staffing Coordinator / Administrative Assistant, Advanced Practice Providers (APPs)

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.

Job Description

Essential Duties and Responsibilities

Staffing & Scheduling

• Develop, maintain, and manage APP schedules across all practice locations.
• Coordinate daily, weekly, monthly, and annual staffing assignments to ensure appropriate clinical coverage.
• Manage PTO, CME, holiday, and leave requests while maintaining operational needs.
• Identify scheduling conflicts and proactively resolve coverage gaps.
• Coordinate coverage for sick calls, emergencies, and unexpected absences.
• Manage infusion, clinic, hospital rounding, urgent care, and specialty clinic coverage schedules as applicable.
• Monitor staffing trends and identify opportunities for schedule optimization.
• Maintain accurate scheduling records and staffing databases.
• Provide regular staffing reports to APP and operational leadership.
• Communicate schedule changes promptly to APPs, physicians, managers, and site leadership.

Administrative Support

• Provide administrative support to the Senior Director of APPs and APP leadership team.
• Prepare agendas, presentations, reports, correspondence, and meeting materials.
• Coordinate departmental meetings, leadership meetings, recruitment interviews, and educational sessions.
• Record meeting minutes and maintain action item tracking.
• Maintain departmental policies, procedures, organizational charts, and resource documents.
• Support budget tracking, invoice processing, purchasing requests, and expense reconciliation.
• Coordinate travel, conference registration, and continuing education activities for APPs.

APP Operations Support

• Coordinate onboarding activities for new APPs, including orientation schedules, EMR training, access requests, equipment procurement, and departmental introductions.
• Assist with credentialing, privileging, licensure renewals, DEA renewals, and certification tracking.
• Maintain APP rosters, committee assignments, call schedules, and organizational records.
• Track mandatory education, competencies, compliance requirements, and annual attestations.
• Assist with collection and reporting of productivity, quality, access, and workforce metrics.
• Support recruitment activities, interview coordination, and candidate scheduling.
• Assist with APP engagement initiatives and recognition programs.

HCRA Administration and Workforce Compliance

• Coordinate tracking and reporting activities related to the Healthcare Reform Act (HCRA) provider pool and reimbursement programs as applicable.
• Maintain records of APP employment status, service locations, provider eligibility, and required HCRA documentation.
• Partner with Finance, Revenue Cycle, Credentialing, and Human Resources departments to ensure accurate provider information for HCRA reporting.
• Monitor provider onboarding and termination processes to ensure timely updates impacting HCRA eligibility and reimbursement.
• Assist with gathering documentation and responding to HCRA-related audits, requests, and reporting requirements.
• Maintain provider workforce databases supporting state and regulatory reporting initiatives.
• Track APP provider enrollment and participation requirements associated with payer, governmental, and funding programs.
• Prepare routine HCRA-related reports and dashboards for leadership review.
• Ensure accuracy of provider demographic, employment, and practice-location information utilized in HCRA submissions.

Data Management and Reporting

• Maintain APP workforce databases and reporting systems.
• Generate monthly provider staffing, productivity, access, onboarding, turnover, and vacancy reports.
• Assist with workforce planning analysis and staffing projections.
• Support APP leadership with dashboard preparation and KPI reporting.
• Analyze scheduling utilization and identify opportunities for improved efficiency.
• Maintain historical staffing and operational records.

Communication and Collaboration

• Serve as liaison between APP leadership, APP staff, physicians, nursing, operations, human resources, credentialing, finance, and scheduling teams.
• Support dissemination of organizational communications and operational updates.
• Coordinate follow-up on departmental initiatives and projects.
• Maintain confidentiality of personnel, compensation, performance, and operational information.
• Foster collaborative working relationships across departments.