Administrative Program Coord

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 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 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:



This position performs a variety of administrative duties and analytical functions to support the daily operations for the Department of Medical Oncology. The work assignments are often complex, diversified, and confidential which requires one to be highly responsible, tactful, and professional. To add, it requires excellent organizational skills, meticulous attention to detail, and flexibility in order to support the needs of the department. Being independent, self-motivated and ability to multitask is required to be successful with positive outcomes. This position will report directly to the Department of Medical Oncology Business Manager.



Key Responsibilities include:

• Assists in the daily administrative functions of managing an effective department. Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to daily operations and administrative detail of a highly functioning department in the daily administrative functions of managing an effective department. Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to daily operations and administrative detail of a highly functioning department.
• Assists in department business activities, including but not limited to: budget preparation and monitoring; account management; purchasing; personnel; facilities; travel and reporting required by the institution. Participates in short and long-range planning and policy or program development by analyzing operational policies, resource utilization, etc. and developing recommendations for department management. Oversees expenditures within established limits. Understands, communicates, and monitors budget activities and analyzes variances/targets.
• Coordinates departmental projects and events, including research retreats.
• Coordinates the Appointment and Promotions process for the department working closely with the Office of Faculty affairs and Medical Staff Administration to facilitate.
• Prepares, reviews, and submits faculty time and effort (e.g. ADP, Faculty 180).
• Serves as a primary point of contact/ information for department faculty and as a liaison to visitors (physicians, vendors, students, allied health professionals) as required and fulfills information requests from internal and external business contacts.
• Coordinates faculty visits including recruitment candidates and collaborative visits for department/institutional seminars (Cancer Center, Med Onc Research Seminar Series)
• Coordinates and maintains calendar of clinical department meetings, (Disease Team Leaders, Faculty, and Support Staff) informs faculty and administrative staff of meeting schedule. Prepares meeting agenda and other related materials.
• Schedules & maintains calendars, appointments, meetings & travel itineraries/arrangements for Department of Medical Oncology faculty this position supports
• Resolves routine and complex inquires and problems requiring in-depth knowledge of departmental and organizational policies, procedures & projects in progress.
• Coordinates and maintains department policy/procedure administrative training manual.
• Coordinates visitors and observers process for the department.
• Oversees and assigns work to department administrative support staff.

Basic education, experience and skills required for consideration:

• Bachelor's Degree or equivalent experience may substitute for minimum education requirements.
• 3 or more years of progressively responsible experience in a clinical research healthcare environment, the conduct of health science research or other related field.
  

Required Courses/Training:

• Computer experience necessary, background in Microsoft preferred.
  

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.