Sr. Administrative Support
City of Hope
Job posting number: #7100539 (Ref:10016813)
Posted: August 26, 2022
Application Deadline: Open Until Filled
About City of Hope
City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.
Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.
A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.
City of Hope’s commitment to Diversity, Equity and Inclusion
We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.
With significant independence, provides senior administrative support that requires no instructions on routine work, and general instructions on new assignments. Resolves routine complex inquiries utilizing knowledge of policies and procedures. Applies attention to detail and advanced skills to the position. Compiles and analyzes basic information for inclusion in reports or presentation materials; prepares charts, graphs, or tables as necessary. Routine work may be scanned by others upon completion. Prioritizes projects for completion with only limited supervision, typically receiving only general instructions. Applies applicable policies, procedures, and practices to resolve a variety of new and routine issues. Relies on experience and judgment with the flexibility to create solutions. Ideal candidate will possess high degree of work ethic, collaboration, dependability, and enthusiasm.
Key Responsibilities include:
- Types and edits a variety of complex or technical material, including correspondence, memos, reports, presentations, and confidential material
- Compiles information and prepares reports and records including confidential data and periodic statistical reports; establishes, maintains, and organizes e-files in shared folders
- Manages faculty’s calendars and schedules meetings
- Makes appointments and travel arrangements, and submits reimbursement for faculty and staff
- Screens visitors and telephone calls
- Distributes incoming mail
- Assists department administrators with new employee onboarding (lab coats, eRA Commons/ORCID ID, visa as needed, etc.) and NES requests, and keeps department personnel/emergency lists up to date
- May attend staff meetings, create agenda, and record minutes
- May compose and route routine correspondence
- May train and direct clerical staff
- Makes decisions on minor administrative matters and completes clerical details as needed
Research Operations and Lab Support:
- Organizes & expedites flow of work to support faculty and lab members’ day-to-day operations by working with various departments and using various systems; ensures follow-up on tasks to completion
- Orders laboratory and office supplies using the eProcurement system in Peoplesoft ERP and reconciles charges to ensure items are received
- Processes contracts within NTract as needed, working with vendors, OSR, OTL, Contract Management, and Legal
- Submits Facilities requests and interfaces with the appropriate staff/COH departments/vendors to address building issues
- Assists department staff with FedEx/UPS shipping
- Processes capital equipment orders (including contracts if needed), maintains department equipment lists (including alarmed equipment list), and collaborate with staff/BIS/vendors on equipment issues
- Prepares internal and sponsor requested documents and assists with grant application and progress report submissions, adhering to sponsor guidelines
- Assists department faculty and administrators by coordinating departmental activities including website maintenance, seminars, journal clubs, programs (Cancer Center Program, NIH T32 Training Program), and meetings
- Coordinates collaboration with adjunct faculty members under department faculty’s direction
- Assists in planning & organizing special projects and events
Basic education, experience and skills required for consideration:
- High school diploma or GED.
- 3-5 years responsible secretarial or clerical experience in a professional environment.
- As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.
- This position is represented by a collective bargaining agreement.
City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
City of Hope is a community of people characterized by our diversity of thought, background and approach, but tied together by our commitment to care for and cure those with cancer and other life-threatening diseases. The innovation that our diversity produces in the areas of research, treatment, philanthropy and education has made us national leaders in this fight. Our unique and diverse workforce provides us the ability to understand our patients' needs, deliver compassionate care and continue the quest for a cure for life-threatening diseases. At City of Hope, diversity and inclusion is a core value at the heart of our mission. We strive to create an inclusive workplace environment that engages all of our employees and provides them with opportunities to develop and grow, both personally and professionally. Each day brings an opportunity to strengthen our work, leverage our different perspectives and improve our patients’ experiences by learning from others. Diversity and inclusion is about much more than policies and campaigns. It is an integral part of who we are as an institution, how we operate and how we see our future.