Administrative Assistant

Monrovia, California
June 19 2019
Life Sciences
Position Type
Full Time
Organization Type
About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6,000 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.

Position Summary

Working with limited supervision, performs diversified, advanced, and confidential secretarial and administrative work. Relieves department head of administrative detail. 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. Positive image and professional appearance is a must.

Key Responsibilities include:

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.

Basic education, experience and skills required for consideration:

Minimum Education:

2 years post high school trade, business, or professional school.

Experience may substitute for minimum education requirements

Minimum Experience:

2-4 years secretarial experience

Preferred Education:

Bachelor's degree or basic college courses


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


Microsoft Office,

Required for the role

Working / Environmental Conditions:

Atmosphere and environment associated with an office setting

S moke free environment

Occasional pressure due to deadline requirements

Subject to regularly changing priorities and work assignments

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.

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