Be the Connection That Keeps Care Moving Forward.

Behind every exceptional patient experience is a team dedicated to supporting those who provide care. We're looking for a highly organized, proactive, and compassionate Medical Assistant Support Coordinator to help our clinical teams deliver outstanding oncology care. If you excel at coordinating schedules, solving problems, supporting staff, and keeping operations running smoothly, this is your opportunity to make a meaningful impact every day.

Highlands Oncology began in 1996 with three physicians and a desire to change the face of oncology care in our community. Dr. Malcolm Hayward, Dr. Dan Bradford, and Dr. Thad Beck knew that patients do better at home, in the community where they live and work, and where their support system is already in place. In furthering that goal, Highlands has grown with the region from a single location 26 years ago, to 6 locations in Northwest and Northcentral Arkansas today employing more than 800 diverse team members.

As Northwest Arkansas continues to grow, so must the services and providers available in the region. Highlands Oncology is committed to remaining on the cutting edge to ensure our community has access to the very best cancer care. What we have is something quite unique right here in our own backyard with a caring multidisciplinary team focused on treating patients like family.

Job Summary: The MA Support Coordinator is a medical assistant who serves as the administrative and operational support partner to the MA Manager for a department of approximately 36 medical oncology medical assistants across Highlands Oncology Group’s three Northwest Arkansas clinics. The Coordinator owns the recurring administrative, communication, training-logistics, recruitment-support, and clinical-readiness tasks that keep the department running day to day, so the MA Manager can focus on department leadership, staff development, and performance. This is an individual-contributor position with no direct reports and no supervisory, disciplinary, or hiring authority; matters involving staff performance, conduct, or personnel decisions are referred to the MA Manager.

Job Duties / Responsibilities:

· Embodies the Highlands Mission Statement by providing the highest quality of innovative care delivered with compassion and precision.

Department Meetings & Communication

· Send meeting requests for monthly MA department meetings and maintain the department meeting and events calendar.

· Collect agenda topics from MA staff each month and draft department meeting agendas for MA Manager review.

· Record meeting minutes and prepare them for distribution.

· Compile and send the department newsletter following each meeting, including minutes, announcements, reminders, and upcoming dates.

· Coordinate department rollouts and announcements of new equipment, processes, and resources (for example, where the hearing assistance device is kept and how to use it), including tip sheets and follow-up reminders.

· Serve as the first point of contact for non-urgent questions and requests from MA staff; answer or route them to the right resource, and escalate urgent, clinical, or personnel matters to the MA Manager.

· Schedule vendor and industry representatives for department meetings and education sessions in accordance with HOG policy.

Document & Forms Support

· Perform final formatting, proofreading, and brand-standard review of MA department protocols and patient-facing and employee-facing forms before approval and distribution; route any content changes to the MA Manager rather than editing clinical content.

· Maintain current, organized versions of department documents, forms, and reference materials in the department’s shared files, and retire outdated versions.

Recruitment, Onboarding & Credentialing Support

· Post approved MA job openings in coordination with the MA Manager and Human Resources.

· Monitor WFG for new applicants while positions are posted, forward resumes to the MA Manager, and schedule interviews at the Manager’s direction.

· Collect and track new-hire onboarding forms and orientation documentation, following up on missing items.

· Schedule routine check-ins during orientation among the new hire, preceptor, and MA Manager, and track orientation checklist progress.

· Facilitate user access forms for hospitals and outside facilities and track access renewals and expirations.

· Confirm that clinical ladder applications are turned in by the deadline, complete, and organized for MA Manager review.

· Track MA staff BLS and certification expiration dates and send renewal reminders ahead of due dates.

Training & Competency Coordination

· Facilitate annual MA skills training and competency validation on manual blood pressure, isolation protocol, rapid response protocol, oxygen protocol, and EKG use, including scheduling sessions, preparing materials, and maintaining sign-in and completion records.

· Follow up with staff who are due or overdue for required training and report completion status to the MA Manager.

· Coordinate education sessions with internal educators and vendor representatives.

Clinical Environment & Equipment Readiness

· Spot-check exam rooms and MA work areas across the Northwest Arkansas clinics for cleanliness, organization, stocking, and expired supplies; report findings and follow up on corrective items.

· Verify that glucose monitors at each site are tested monthly and that quality-control logs are complete; check control solution and test strip dates and report missed tests.

· Make sure blood pressure cuffs and pulse oximeters are replaced on a routine schedule rather than only when frayed or worn and keep a replacement log.

· Report equipment malfunctions to the appropriate department and track them to resolution.

Students, Schools & Community Outreach

· Coordinate MA student and externship scheduling, including preceptor assignments, and confirm that required school documentation is on file before the student starts.

· Accompany the MA Manager on visits to local schools and career programs (for example, Petra and Ignite) to share the career opportunities available at Highlands and the skills students can build.

· Maintain contact information and relationships with area MA programs and schools.

Department Operations Support

· Maintain department rosters, contact lists, and site assignments.

· Build and update simple trackers and reports requested by the MA Manager (for example, training completion, open positions, and equipment checks).

· Support department projects and process-improvement initiatives as assigned.

· Provide back-up rooming MA coverage when department staffing requires, as directed by the MA Manager.

· Perform additional tasks assigned.

Key Performance Indicators

· Performance in this role is measured by, among other factors:

o Monthly meeting requests, agendas, minutes, and newsletters sent on schedule.

o Percentage of MA staff complete annual skills competencies by the due date.

o Monthly glucose monitor testing documented at every Northwest Arkansas site, with no missed months.

o Blood pressure cuffs and pulse oximeters replaced on schedule, with no worn equipment found during spot checks.

o New-hire onboarding paperwork complete before the start date, and orientation check-ins held as scheduled.

o Clinical ladder applications are completed and submitted by the deadline.

o MA Manager feedback on administrative workload taken off the Manager’s plate.