NEW JOB OPENING
OFFICE AND ADMINISTRATIVE SPECIALIST
IN Saint Paul, MN, USA!

Required Education:

• High school diploma or equivalent



Required Qualifications:

• Expert knowledge of data entry and ability to operate window-based, computerized data entry programs and equipment with an ability to maintain an average of 10,000 keystrokes per hour on a given form of average difficulty.

• Thorough knowledge of and demonstrated proficient experience in using modern office and communication software (Microsoft Office (Word, Excel, Teams, Outlook), Adobe, Grants.gov, etc.)

• Thorough understanding and verbal use of the English language is essential. Writing, spelling, and grammar skills must be sufficient to enable the incumbent to independently generate office forms, reports and correspondence; to make editorial comments, proof for style, grammar, spelling and punctuation in manuscripts, grants, reports, correspondence, and other programmatic materials.

• Excellent verbal communication and human relations skills are essential since the incumbent must interact with the public, staff from other agencies, health professionals, staff, and others daily.

• Thorough knowledge of state, department, division, and section policies and procedures.

• Independent ability to practice discretion and confidentiality when required or appropriate.

• Strong organizational skills and ability to react to sudden changes in priorities with minimal difficulty towards meeting deadlines.

• Thorough knowledge of how to operate modern office equipment (personal computer, photocopier, multifunction printer, presentation audiovisual equipment).

• Demonstrated proficient (speed and quality) typing skills, with also a background in document formatting, design and composition.

• A thorough knowledge of efficient paper and electronic filing systems and the ability to use this knowledge to establish and maintain complicated record-keeping systems.

• Demonstrated ability to work as a team member and take direction.



This position exists to provide patient data entry and administrative support and implementation assistance for business functions within the Cancer Programs Section.



Key Responsibilities:



Perform complex problem-solving and systematic review of patient data to ensure the integrity of Sage Program records.

Priority A

% of time: 25%

Discretion: A

TASKS:

1. Clinical data audit: Rigorously review patient forms for clinical accuracy and completeness prior to system entry.

2. Discrepancy resolution: Independently investigate missing or conflicting data by querying the patient database and coordinating directly with healthcare providers, clinics, and laboratories.

3. Process improvement: Identify recurring data anomalies or protocol gaps and proactively recommend workflow enhancements to the lead worker.

4. Technical support: Serve as a subject matter expert for providers and participants regarding Sage regulations. Document all patient-specific communications and billing inquiries in SID; escalate complex issues to appropriate clinical or administrative staff as needed.



INDICATORS:

• Data discrepancies are resolved and documented with high accuracy and minimal lag time.

• Professional rapport is maintained with external partners (clinics/labs) through clear, effective communication.

• Deep operational knowledge of Sage procedures and SID functionality is consistently demonstrated.

• Issues that cannot initially be resolved are appropriately noted, tracked and reported to lead-worker in a timely manner.

1. Principal Responsibility



Execute high-volume data entry and rigorous quality control for the Cancer Programs Section.

Priority: A

% of time: 60%

Discretion: A



TASKS:

1. System entry: Accurately enter sensitive patient screening, diagnostic, and billing data into the Sage Integrated Database (SID).

2. Quality control (QC): Execute scheduled QC checks and validation reports to identify and correct entry errors, ensuring data reliability for program reporting.

3. Records management: Organize and secure all physical and digital data forms in strict accordance with program retention schedules.



INDICATORS:

• Maintains a low error rate.

• Data entry backlog remains within defined departmental timelines.

• Strict adherence to confidentiality (HIPAA) and records retention protocols.



2. Principal Responsibility

Provide essential administrative support to the Sage Programs and Cancer Control Sections to ensure seamless daily operations.

Priority A

% of time: 10%

Discretion A

TASKS:

1. Communications: Manage incoming mail, process remittance advice for facilities, and update program memos/correspondence as requested.

2. Public liaison: Respond to general public inquiries with accurate program information or provide warm transfers to specialized staff.

3. Information security: Maintain physical security of section files, including end-of-day locking procedures and document archiving.

INDICATORS:

• Administrative tasks (mail, filing, document prep) are completed with 100% accuracy.

• Public and internal inquiries are handled with professionalism and correct program knowledge.

3. Principal Responsibility

Other activities as assigned.

Priority B

% of time: 5%

Discretion A



TASKS:

1. Attend required and assigned meetings and provide feedback to staff as appropriate.

2. Select and attend educational and training programs as they relate to individual learning, professional development and Sage Programs Section needs.

INDICATORS:

• Other assigned tasks will be completed in a timely, efficient and appropriate manner.

• Education and training opportunities will be identified and attended in order to enhance professional development.

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**