Administrative Assistant, BMDA, Baptist Downtown

About Baptist Health

Recognized as a top place to work in health care, Baptist Health cares for more patients in Northeast Florida than any other provider, ranking as "most preferred" for more than 30 years. We're Jacksonville's only locally governed, faith-based, not-for-profit health system and provide a full spectrum of preventive and specialty care through 200+ locations and six hospitals. Our centers of excellence include Baptist MD Anderson Cancer Center, Baptist Heart Hospital, Baptist Neurological Institute and Wolfson Children's Hospital.

Baptist Health is hiring an Administrative Assistant to join the Oncology Administrative team at Baptist MD Anderson. This is a full-time, in-person opportunity located on the downtown Jacksonville campus of Baptist Health.

Administrative Assistant, Job Responsibilities:

1. Calendar & Scheduling Support

• Manage calendars for Program Manager and Clinic Manager
• Coordinate and book conference rooms and Teams video links
• Schedule and send reminders for monthly/quarterly meetings
• Assist with setting up interviews and candidate itineraries

2. Office Operations & Administrative Tasks

• Weekly office supply orders for departments
• Order and maintain clinical forms (ERAS, ROS, etc.)
• Order business cards and envelopes for new managers
• Handle Amazon and Premier Connect orders (including training managers)
• Manage maintenance requests
• Mail handling and distribution
• Print and laminate documents as needed
• Order clinic coffee supplies (Medical Oncology, Urology, H&N, etc.)
• Create and maintain new employee binders and files
• Support Kronos timekeeping (basic support; escalate issues as needed)
• Collect and send terminated employee files to HR
• Submit badge access and vendor EPIC access requests
• Support onboarding tasks and technology set-up coordination

3. Employee & Onboarding Support

• Create and maintain new employee binders and files
• Support Kronos timekeeping (basic support; escalate issues as needed)
• Collect and send terminated employee files to HR
• Submit badge access and vendor EPIC access requests
• Support onboarding tasks and technology set-up coordination

4. Meetings & Communication

• Assist with meeting prep (e.g., taking minutes for SG/Breast Admin meetings)
• Help with formatting and building Excel sheets, PowerPoints, etc.
• Help organize team engagement activities (e.g., candy grams, FUN events)

5. Tracking & Documentation

• Update physician team assignments and clinic floor diagram monthly
• Create and maintain forms, signs, SmartSheets, and spreadsheets
• Collect metrics/data in EPIC (as applicable)
• Support reimbursement tracking and Accounts Payable (supplies/books)

6. Cross-Functional and Special Projects

• Cross-train to provide coverage for 3rd-floor reception/admin area

• Assist with updating team allocation and organizational charts

• Retrieve and manage task lists for senior leaders (e.g., Kim/LeeAnn)

• Technology & Digital Support

• Basic IT liaison: Point-of-contact for common tech issues, assist with equipment setup

• Digital filing system management: Maintain shared drives (Box, OneDrive, SharePoint)

• Website/intranet updates: Support internal team page updates or clinic announcements

• Provide general tech support (non-IT level) to managers

Experience Requirements:

• Experience in Word/PowerPoint/Excel/Outlook required.

• 1-2 Years Office Experience required.

Education & Credential Requirements:

• HS Diploma/GED

Primary Location:

Downtown - BMDA Building