Administrative Assistant IV

·       Provide professional and administrative support to the Deputy Director of Community Engagement and Cancer Health Equity/Director of BOLD Cancer Wellness Program and the MECCC COE/BOLD team. Ensure effective overall administrative support, including timely and accurate scheduling and cadence of meetings; oversee and complete all tasks to ensure the Cancer Center is effectively represented

·       Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

·       Responsible to coordinate and schedule workshops, events, and meetings, arrange for meeting locations, food, and supplies, gather input and draft agenda, send confirmations, and ensure that minutes and meeting materials are received and distributed in a timely manner.

·       Support Deputy Director and other senior leaders in administrative and programmatic duties specific to the community outreach and engagement/BOLD efforts of the cancer center.   

·       Support Deputy Director with calendar management, professional travel arrangements, reimbursements, memberships and general administrative support.

·       Assist with volunteer, consultant, and employee onboarding. 
 

·         Assist in the coordination of program/research related fundraising including but not limited to the grant application process, invoicing, and tracking expenses.

·       Handle all facilities requirements for the Deputy Director; responsible for procurement activities and handle all service requests and special arrangements.

·       Provide back-up as needed to Deputy Director.

·       Special projects and other duties as assigned.

·       Support research meetings, retreats and department seminar seriescommunity/patient events; make arrangements for special visitors (agendas, travel, reimbursements, and schedules).

·       Assist Department Administrator and Assistant Administrator to implement new office policies and procedures to ensure accurate maintenance of office records, manuals and documents;

·       Elevate opportunities for process improvements to leadership; participate in process improvement initiatives;

·       Perform administrative duties as required in support of programs and leadership activities including but not limited to email correspondence, taking meeting minutes; drafting PowerPoint presentations; developing and maintaining complex spreadsheets; maintain appropriate files; screen and route mail and documents.

·       Perform other related duties as assigned

·       Fulfills duties of all previous grades.

·       High School Diploma and at least 5 years of administrative support experience supporting executives is required. Equivalent combination of education and experience will also be considered.

Skills and Competencies

 

·       Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs;

 

·       Must have ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role;

 

·       Must possess expert level of written and verbal communication skills, strong decision-making ability, analytical skills and attention to detail are equally important;

 

·       Excellent calendar management skills, including the coordination of complex programs, groups, and events meetings;

 

·       Possess strong knowledge of Office365, Sharepoint, Microsoft Word, Outlook, Excel and PowerPoint. May use other web based programs as assigned

 

·       Proven capabilities to demonstrate good judgment, initiative and attention to detail

 

·       Effectively track time and resources to prioritize own work assignments

 

·       Work independently and produce quality work from conception to completion on assigned projects

 

·       Must possess strong customer service, communication and organizational skills

 

·       Possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;

 

•    Fluency in English and Spanish language a plus

 

 

Scope of Responsibility    

              

·       This position will liaise with various internal academic, research, and clinical departments, patients, and community partners and may be required to have frequent external contact

 

·       May be required to coordinate work assignments as directed

 

·       Coordinate day to day office activities and programmatic specific projects

$29.04

$29.57

$30.49