Administrative Assistant-Department Chair Research

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, performs diversified, advanced, and confidential secretarial and administrative work for the Chair of Diabetes Complications & Metabolism and the Chair of Diabetes & Cancer Metabolism. Business contacts include people at all levels within the organization, industry, and community. Relieves department head of routine administrative detail. Manages complex calendars, schedules meeting and appointments for senior management. Uses discretionary initiative and judgment when screening visitors and telephone calls, scheduling appointments and organizing workload to meet established priorities. Requires thorough knowledge of company policy, organization, personnel, and services.

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.
• Edits, Formats and types 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 annual faculty appraisals, promotions & appointments, meetings, seminars, and keeps Chair informed of these events.
• Maintains calendar of department faculty 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/her 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).
• Assists Chair in composing general business correspondence and slide presentations.
• Assists in planning & organizing special projects.
• May train and direct 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:

• 2 years post high school trade, business or professional school Bachelor's degree preferred.
• Experience may substitute for minimum education requirements.
• 2-4 years of prior experience

Proficient in:

• Microsoft -Outlook, Teams, Windows, Word, Excel and PowerPoint.
• Adobe
• Zoom
• Peoplesoft ERP

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.