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Sr. Administrative Assistant more...
Location:Duarte, CA
Company:City of Hope
First posted:May 17, 2017

Requisition ID: 9850

Job Title: Senior Administrative Assistant

Location: Duarte, CA

Position Summary:

Works independently with minimal supervision, performs diversified, advanced and confidential secretarial & administrative work in support of a division chair, vice president or executive officer.  Relieves supervisor of routine administrative detail. Business contacts include persons at all levels within the organization, industry, and community. Manages complex calendars, schedules meetings and appointments for senior management. Gathers data, summarizes and develops custom reports. Uses discretionary initiative & judgment when screening visitors & telephone calls, scheduling appointments & organizing workload to meet established priorities.  Requires thorough knowledge of organizational unit policies, personnel and services. 

The Department of Supportive Care Medicine utilizes a staff leadership model. Every employee is expected to lead from their own expertise and be actively involved in the success of the department. Staff will also be expected to actively participate in marketing, education and group programs, program development and fundraising efforts and outreach to patients, their families, other City of Hope departments and the community.

Essential Functions:

  • Organizes & expedites flow of work through administrator's office; initiating follow up action as appropriate.
  • 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
  • Schedules appointments & meetings; coordinates meetings & agenda materials. Makes arrangements for meetings/ conferences/travel for department personnel
  • Prepares & distributes minutes of meetings
  • Establishes, maintains & has frequent access to confidential files, logs & records
  • Assists in planning & organizing special projects
  • May utilize assistance of lower level secretarial or clerical employees on a project basis

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.  Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:

1. Communication - Expresses ideas clearly and constructively (written and spoken, upward and downward, one-on-one and with groups).

2. Customer Service - Seeks to understand customer needs and works to exceed customer expectations (internal and external).

3. Initiative - Looks for opportunities to improve performance; manages time, work, and relationships effectively and efficiently.

4. Professionalism - Treats others with respect; abides by the institutional values; displays a positive and cooperative attitude; adheres to the workplace Code of Conduct and compliance policies.

5. Stewardship - Identifies efficiencies to reduce redundancy and/or elimination of tasks resulting in savings of cost, resources, and or/time.

6. Teamwork - Works proactively and collaboratively with others to streamline work and achieve mutual goals.

Position Qualifications:

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

Skills/Abilities:  Possesses high level of administrative and secretarial skills & versatility in use of PCs and related office software. Excellent organizational skills. Displays tact/consideration in dealing with City of Hope Patients and employees. Fosters/promotes a positive image and professional appearance             

Working / Environmental Conditions: Atmosphere and environment associated with an office setting. Smoke free environment. Occasional pressure due to deadline requirements. Subject to regularly changing priorities and work assignments           

Physical Demands: Light physical effort (lift/carry up to 10 pounds). Mostly sedentary work. Occasional standing/walking/ Occasionally lifts supplies/equipment. Occasional reaching, stooping, bending, kneeling, crouching. Manual dexterity and mobility. Works at PC involving focused concentration. Extensive telephone activity. Occasionally copies lengthy material. Works at computer tasks involving hand/wrist coordination. Frequent repetitive motion

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy. Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is 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.

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