Job Details

  • Title

    Cancer Registry Coordinator

  • Category

    Administrative Support

  • Department

    Cancer Registry

  • Schedule

    Full Time

  • Shift

    Day

  • Location

    Eisenhower Medical Center
    Rancho Mirage, CA

  • Job Objective: A brief overview of the position.
    • The position assists in administrative operations as directed by Manager of the Cancer Information Management department; provides various clerical, administrative, and office support specific to cancer registry reporting and CoC accreditation involving word processing, creating of forms, report preparation, record and file maintenance, scheduling of meetings, mail distribution and telephone reception to those areas reporting to the Manager. Supports other departments as needed.
  • Reports to
    • Manager, Cancer Information Management
  • Supervises
    • N/A
  • Ages of Patients
    • N/A
  • Blood Borne Pathogens
    • Minimal/No Potential
  • Qualifications
    • Education
      • Preferred: Associate Degree
    • Licensure/Certification
      • None
    • Experience
      • Preferred: 2 years recent administrative experience in comparable position.
  • Essential Responsibilities
    • Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
    • Maintains organized office space. Filing system is maintained for easy retrieval of information.
    • Performs clerical duties for department. Composes own memos and correspondence from general instruction. Does word processing, minutes meeting handouts, assists in creation of forms and flyers for the department.
    • Maintains calendars for Manager, tumor board meetings and Cancer Committee. Changes in schedule are relayed to all concerned in a timely manner.
    • Records and transcribes minutes as required.
    • Arranges meeting dates, times, speakers and locations for tumor boards. Works in conjunction with UCSD to organize video conferences. Requests cases from physicians for presentation at tumor boards. Prepares meeting notifications and meeting packets. Requests food service/catering orders as appropriate.
    • Revises and prepares new policies and procedures for Cancer Registry Policy and Procedure manuals. Distributes updates in a timely manner to all appropriate areas.
    • Plans and manages the day-to-day activities of the residency program attending physicians, including rotation schedule development, conference organization and scheduling, resident evaluation process completion, faculty and DEC meeting preparation and other meetings and activities as requested.
    • Assist in planning yearly physician education program in accordance with CoC standards.
    • Assists with organization and publication of the annual report.
    • Monitor compliance with CoC standards using a gap analysis.
    • Enter information into the survey application record and monitor completeness.
    • Processes and tracks survivorship care plans in accordance with CoC standards.
    • Processes and tracks physician quality review according to COC standards. Works with physicians and their office for timely review and return.
    • Tracks policies needing review by Cancer Committee.
    • Tracks and maintains all certifications and licenses for reporting areas including physicians to help meeting CoC standards. Notifies staff of upcoming license/certification renewal date.
    • Tracks past due evaluations and health screens, and notifies manager monthly of upcoming out-dates.
    • Schedules and coordinates interviews; prepares interview packets and arranges meeting space.
    • Picks up, sorts and distributes mail for department, including physicians. Opens and distributes mail for Manager, with redistribution of reports and memos to all staff as indicated. Mail merge, stuff & mail.
    • Obtains signatures and processes requests (capital equipment requisitions, purchase orders, check requests, PTO requests, education and travel requests, etc.).
    • Register staff for conferences, complete reservations through travel agency, and complete check requests for reimbursement.
    • Collects all mandatory employee compliance packets and coordinates with Education to record to employee file.
    • Orders supplies as necessary for the administrative offices and clinical staff.
    • Complies with departmental plan to meet budget goals.
    • Copy, scan, file distribute Clinical Trial Agreements/Contracts. Update records in Clinical Trials enrollment log.
    • Identifies and implements processes to improve quality and customer service.
    • Update/check regulatory files for each protocols for: FDA Form 1572; Screening/Enrollment Log; Subject Visit Tracking Log; Subject Identification Code List; consent Forms; HIPAA Forms; protocol; IRB Federal Wide Assurance Letter; IRB Approval(s) /Communication; Investigator’s Brochure (IB); Study Termination; Protocol Deviations/Protocol Exceptions; Adverse Events and Unanticipated Problems; ND Safety Reports; Advertising/Educational Materials; Sample Tracking and Shipping; Temperature Logs for Refrigerator/Freezer; Investigational/Test Article; Local Lab Certificates/Reference Ranges; Correspondence; Blank Set of Case Report Forms; Notes To File (NTF); Site Visit (Monitoring) Log; Delegation of Authority (Responsibilities) Log; Site Personnel Signature Log; Study Personnel Education; Human Subject Protection Training; HIPAA Training; Training Log;CVs/Financial Disclosures/Investigator Statement; Curricula Vitae, licenses, and certifications for all study staff; Disclosure information, including each Study Specific Disclosure form submitted to the IRB.
    • Performs other duties and projects as assigned.

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