Administrative Assistant-Department Chair(Hybrid)

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.

We are actively seeking an Administrative Assistant to provide comprehensive support to Molecular Diagnostics and Experimental Therapeutics team specially supporting the department chair and two other faculty members. This position requires a high level of professionalism, organization, and the ability to work independently. Manages complex calendars, schedules meeting and appointments for senior management. Gathers data, summarizes, and develops custom reports. Requires thorough knowledge of company policy, organization, personnel, and services. The successful candidate will be adept at managing a variety of administrative tasks to ensure smooth and efficient operations.

As a successful candidate, you will:

• Organizes & expedites flow of work through administrator's office; initiating follow up action as appropriate.

• Answers telephones, screens and routes callers and visitors, takes messages and provides routine information to callers. Responds to routine requests for information. Refers more complex requests to appropriate staff member.

• Composes letters and memoranda from dictation and verbal direction or from knowledge of City of Hope policy or procedures. Takes and transcribes dictation, sometimes of a confidential nature. Formats, types, and edits a variety of complex or technical material, including correspondence, memos and reports.

• Coordinates allocation and management of staff workspace and related requests - location, furniture, ergonomics etc.

• Coordinate and book travel, including flights, accommodations, and itineraries.

• Coordinate events of department

• Grant Management

• Schedule and organize meetings, including preparing agendas and ensuring all necessary materials are available.

• Oversee and manage complex calendars, ensuring optimal time management.

• Create and develop custom reports as needed. Initiates all business-related expense reimbursements including membership due renewals, travel reimbursement. Maintains detailed accounting of all expenses.

• Prepare and distribute minutes of meetings promptly and accurately.

• Receives refill requests from patients and ensures required information is present and sends completed refill requests to pharmacy

Your qualifications should include:

• 2 years Post High School Trade, Business or Professional School.

• Experience may substitute for minimum education requirements.

• 5 years senior level secretarial experience with prior experience in Administration.

• Excellent organizational and time-management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to develop custom reports using various software tools.

• Attention to detail and accuracy.

• Strong problem-solving abilities and the capability to work independently.

• Works proactively and collaboratively with others to streamline work and achieve mutual goals.

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

Additional Information:

COH employees may apply for a transfer or promotion to job openings for which they meet the minimum qualifications if they meet the following criteria:

• Employed at COH in current role for at least one year, unless otherwise stipulated in an applicable collective bargaining agreement.

• Are in good standing and have no current performance issues

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