Administrative Support Lead

City of Hope; Duarte (CA); On-site; USD 38,000 - 65,000; Full time

Job summary

City of Hope is seeking an Administrative Support - Lead to coordinate multiple services within Clinical Business Operations. You will act as a primary liaison for patients and clinics, oversee specimen logistics, and ensure timely processing and pricing accuracy.

The role involves leading process improvements, training staff, and coordinating with PFS and Authorization to resolve billing issues. Strong clerical experience and attention to detail are essential.

Qualifications

• High school diploma or GED; vocational training preferred.
• Experience may substitute for education requirements.
• 3–5 years of secretarial or clerical experience in a professional setting.

Responsibilities

• Serve as liaison for COH patients and 30+ community clinics, coordinating specimen collection, logistics, supplies, pricing, and report status.
• Maintain customer relations with external facilities and internal laboratories; follow up on sample requests.
• Process material requests from outside facilities for secondary diagnosis confirmation.
• Review and maintain all necessary work queues daily.
• Collaborate with Patient Financial Services and Authorization to resolve billing issues.
• Handle laboratory orders and ensure accurate billing information for testing.

Skills

Client liaison

Relationship management

Staff coordination

Billing support

Training

Education

High school diploma or GED

Job description

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

Position Summary:

Under the supervision of the Clinical Business Operations Supervisor and Sr. Business Director, the Administrative Support - Lead is primarily responsible for coordinating multiple services within the Clinical Business Operations area. This position requires strong working relationships with clients, staff, patients, physicians, and vendors to support outstanding pathology procurement and material processing.. Applies applicable policies, procedures, and practices to resolve a variety of new and routine issues. Relies on experience and judgment with the flexibility to create solutions.

Will be the point person for Clinical Administrative Support team on projects and process issues. Will work with Supervisor on projects and will lead implementation (includes process improvement and working with staff to ensure deadlines are met). Will review time off requests to ensure there is adequate office coverage. Will provide feedback to Supervisor for staff evaluations. Will provide feedback and solutions on process issues to Supervisor. Will provide training for new staff and current staff on processes. Serves as role model and resource for clinical administrative staff.

As a successful candidate, you will:

• Serves as a liaison and provides client services for COH patients, and more than 30 COH Community Clinics, coordinating specimen collection, logistics, supplies, pricing, and report status. Ensures specimens and associated documentation are processed efficiently and accurately in accordance with departmental procedures while maintaining the confidentiality and integrity of all specimens and patient information..
• Maintains and/or enhances customer relations with external facilities, community sites, all internal laboratories by following up on sample requests for needed information and documents appropriately in database; on-site visits and quarterly in-services and promoting test offerings.
• Process material requests from outside facilities to perform secondary diagnosis confirmation.
• Responsible for reviewing and maintaining all necessary work queues daily.
• Partner with Patient Financial Services (PFS) and Medical Foundation Authorizations department to resolve billing issues and verify authorization approvals needed for testing.
• Handles laboratory orders and is accountable for all billing information for testing.

Your qualifications should include:

• High school diploma or GED, some vocational/specialized training.
• Experience may substitute for minimum education requirements
• 3-5 years responsible secretarial or clerical experience in a professional environment.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer.