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

New York Oncology Hematology; Town of Clifton Park (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

New York Oncology Hematology is seeking an experienced APP Staffing & Scheduling Coordinator to optimize scheduling across all Capital Region locations. You will collaborate with APP leadership, physicians, and operations to ensure clinical coverage, efficiency, and regulatory compliance.

This role emphasizes administrative support, onboarding, credentialing, and workforce reporting. Join a compassionate team dedicated to excellence in cancer care and patient outcomes, with opportunities for

Qualifications

• Experience coordinating APP schedules across multiple locations.
• Ability to manage PTO, CME, holiday, and leave requests.
• Strong communication with APPs, physicians, and leadership.

Responsibilities

• 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.

Skills

Scheduling management

Staff coordination

Interdepartmental communication

EMR systems

Tools

EMR systems

Job description

• 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.

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.