Senior Administrative Support -Duarte (Hybrid)

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 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.

As a successful candidate, you will:

• Manage and maintain calendars for key personnel, including appointments and meetings
• Provide comprehensive administrative support to Faculty and other department team members.
• Communicate meeting details and updates to participants in a timely manner. May attend virtual staff meetings and record minutes.
• Ensure all meeting-related materials are accurate and available as needed. Handle any changes or cancellations and communicate these to all relevant parties.
• Format, type and edit various documents, including correspondence, memos, reports, presentations and confidential material.
• Prepares all travel, lodging and conference registration. Initiates all business-related expense reimbursements
• Assists in preparation and submission of grant applications, and other official documents.
• Coordinate all logistical details for Department guest speaker seminars (ie. AR-DMRI Cancer Center, Beckman Seminar, Diabetes Research Seminar), including venue booking, equipment setup, and catering arrangements
• Navigate the contracting process, including reviewing, preparing, and managing contracts and related documentation.
• Compile information and prepare routine, confidential, and special reports.
• Manage office supplies and equipment, ensuring everything is well-stocked and operational
• Makes decisions on minor administrative matters and completes clerical details as needed.
• 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.

Your qualifications should include

• High school diploma or GED, some vocational/specialized training
• 3-5 years responsible secretarial or clerical experience in a professional environment.

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.