Sr. Administrative Assistant

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.

Working independently with minimal supervision, this role performs diverse, advanced, and confidential administrative and secretarial duties for the department head. The position involves interactions with individuals at all levels within the organization, as well as external contacts in the industry and community. It supports the department head by handling routine administrative tasks, allowing them to focus on strategic priorities.

This position will support the new leader in growing the breast medical oncology program and women's cancer initiatives across the enterprise. Additionally, it will indirectly contribute to the growth and expansion of current clinical and research programs.

Key responsibilities include managing complex calendars, scheduling meetings and appointments for senior management, and exercising discretion and judgment when screening visitors and calls, prioritizing tasks, and organizing workload to meet deadlines. A thorough understanding of company policies, organizational structure, personnel, and services is essential to succeed in this role.

As a successful candidate, you will:

• Maintains Chair's daily appointment calendar.
• Arranges appointments and meetings under the Chair's direction; coordinates details and materials related to these meetings and communicates this to participants.
• May take and prepare minutes for meetings as needed.
• Resolves routine and some complex inquiries and fulfills requests from internal & external business contacts using knowledge of division/department & organization policies & procedures.
• Formats, types & edits a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material
• Assists Chair in his/her institutional commitments by anticipating and coordinating the necessary materials needed for Chair's appointments, meetings, seminars, and keeps Chair informed of these events.
• Maintains calendar of clinical department meetings, informs faculty and staff of meeting schedule. Prepares and distributes the agenda and takes minutes for these meetings.
• Prepares all travel, lodging and conference registration for Chair. Initiates all business related expense reimbursements for Chair including membership dues renewals; travel reimbursement. Maintains detailed accounting of all expenses.
• Assists in preparation/submission of grant applications, documents, and online forms. Compiles information and prepares routine, confidential and special reports.
• Assist Chair by organizing the documents related to his commitments as a reviewer. Keeps him/her informed of reviewer deadlines.
• Assists with coordination of faculty visits including recruitment candidates and collaborative visits for department/institutional seminars (ie. Cancer Center, Beckman Seminar, Diabetes Research Seminar).
• Maintains calendar of clinical department meetings, informs faculty and staff of meeting schedule. Prepares and distributes the agenda and takes minutes for these meetings.
• Assists in planning & organizing special projects
• May train clerical staff. Serves as back-up to department administrative support staff as needed.
• May utilize assistance of lower level secretarial or clerical employees on a project basis

Your qualifications should include:

Minimum Education:

• 2 years post high school trade, business or professional school Bachelor's degree preferred.
• Experience may substitute for minimum education requirements.

Minimum Experience:

• 3-5 years of administrative and secretarial skills and versatility in use of PCs and related office software.

City of Hope is an equal opportunity employer. To learn more about our commitment to diversity, equity, and inclusion, please click here.

To learn more about our Comprehensive Benefits, please CLICK HERE.