Administrative Program Coordinator

4 weeks ago

Duarte, United States City of Hope Full time

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope's growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

This position performs a variety of administrative duties and analytical functions to support the daily operations. 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.

As a successful candidate, you will:

  • 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.
  • 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 faculty symposiums, research forums, and engagement activities.
  • Coordinates the Appointment and Promotions process for the department working closely with appropriate leadership to facilitate.
  • 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 being knowledgeable 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 calendar of clinical department meetings 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.
  • Resolves routine and complex inquires and problems requiring in-depth knowledge of departmental and organizational policies, procedures & projects in progress.
  • Organizes and expedites flow of work, initiating follow up action as appropriate. Coordinates and maintains department policy/procedure administrative training manual.
  • Oversees and assigns work to department administrative support staff.
  • Performs other related duties as assigned or requested.

Qualifications

Your qualifications should include:

  • Bachelor's Degree (or equivalent Pathology experience may substitute for minimum education requirements).
  • 3 or more years of progressively responsible experience in business administration, clinical research or healthcare 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.

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