Administrative Assistant

Job Title: Administrative Assistant III- 3896-1

Location: Duarte, CA 91010

Duration: 3 Months contract (High Possibility of extension / Conversion)

Interview Type : Teams Meeting

Location (If remote, list as so):

Onsite – Duarte, California

Schedule:

M- F, 8 – 5 pm

Position Summary:

• This position performs various administrative duties and analytical functions to support the daily operations of the Department of Pathology.

• The work assignments are often complex, diversified, and confidential, which requires one to be highly responsible, discreet, and professional.

• In addition, it requires excellent organizational skills, meticulous attention to detail, and flexibility to support the needs of the department.

• Being independent, self-motivated, and able to multitask is required to succeed, and being able to multitask is needed to grow and achieve positive outcomes.

Essential Functions:

• 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 details of a highly functioning department in the daily administrative functions of managing an effective department.

• Assists in department business activities, including but not limited to budget preparation and monitoring, account management, purchasing, personnel, facilities, 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 faculty symposiums, research forums, and engagement activities.

• Coordinates the appointment and promotions process for the department, working closely with appropriate leadership to facilitate it.

• Prepares, reviews, and submits faculty time and effort (e.g., ADP, Faculty 180).

• Responds to department faculty and staff with questions regarding expense reports/requisitions/check requests in ERP (which will require knowledge of institutional and extramural funding policies and procedures).

• 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 visitors and observers process for the department.

• Coordinates faculty visits, including recruitment candidates and collaborative visits for department/institutional seminars.

• Coordinates and maintains the calendar of clinical department meetings, informs faculty and administrative staff of the meeting schedule, and prepares the meeting agenda and other related materials.

• Schedules & maintains calendars, appointments, meetings & travel itineraries/arrangements for the Department.

• Resolves routine and complex inquiries and problems requiring in-depth knowledge of departmental and organizational policies, procedures & projects in progress.

• Organizes and expedites workflow, initiating follow-up action as appropriate. Coordinates and maintains department policy/procedure administrative training manual.

Position Qualifications:

Minimum Education:

A bachelor’s degree or equivalent experience may be

substitute for minimum education requirements.

Minimum Experience:

Three or more years of progressively responsible experience in business administration, clinical research, or healthcare environment

Skills/Abilities:

• Excellent verbal communication and telephone skills

• Excellent written communication skills

• Possesses a high level of administrative and secretarial skills and versatility in the Possesses a high level of administrative and secretarial skills and versatility in using PCs and related office software.

• Excellent organizational skills.

• Displays tact/consideration in dealing with City of Hope patients and employees.

• Foster/promote a positive image and professional appearance.

• Website and Access database

• Typing of 55 to 65 wpm.

• Establish and maintain filing systems.

• Interface with internal /external people at all levels

• Handle multiple tasks simultaneously

• Compose letters and memoranda

• Transcribe dictated materials

Software:

MS PowerPoint, Word, Excel, Microsoft Teams

Machines/Equipment:

PC ; printer, photocopier ; Facsimile machine ; scanner

Job Type: Contract

Pay: $23.32 - $28.00 per hour

Application Question(s):

• If interested, please leave your email, contact number and best time to reach you

Education:

• Bachelor's (Preferred)

Experience:

• business admin/clinical research/healthcare environment : 3 years (Preferred)

Work Location: In person

Salary : $23 - $28