Sr. Administrative Support

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 provides senior administrative support with significant autonomy, requiring no instructions on routine tasks and only general guidance on new assignments. The role involves resolving complex inquiries by applying an in-depth understanding of policies and procedures, with a strong emphasis on attention to detail and advanced skills. Responsibilities include compiling and analyzing data for reports, presentations, charts, graphs, and tables. The candidate will prioritize projects independently, with limited supervision, and address challenges by leveraging experience, established practices, and creative problem-solving. An ideal candidate will demonstrate a high degree of work ethic, collaboration, dependability, and enthusiasm while contributing to a dynamic and supportive team environment.

As a successful candidate, you will:

• Prepare, type, and edit complex or technical materials, including correspondence, reports, presentations, and confidential documents.
• Compile information for reports and records, maintain organized e-files in shared folders, and generate periodic statistical reports.
• Manage faculty calendars, schedule meetings, make travel arrangements, and process travel reimbursements for faculty and staff.
• Place lab orders, submit supply requests, and ensure timely receipt of items using PeopleSoft ERP.
• Screen visitors and phone calls, distribute incoming mail, and compose routine correspondence as needed.
• Assist with new employee onboarding, including setting up eRA Commons/ORCID IDs, NES requests, and maintaining personnel/emergency lists.
• Attend meetings, prepare agendas, and record minutes as required.
• Train and oversee clerical staff and make decisions on minor administrative matters.
• Support faculty and lab members with daily operations by collaborating with departments, tracking tasks to completion, and expediting workflow.
• Process contracts in NTract, liaising with vendors, OSR, OTL, Contract Management, and Legal as needed.
• Submit Facilities requests and coordinate with relevant departments/vendors to resolve building issues.
• Assist with FedEx/UPS shipping and capital equipment orders, maintain equipment lists, and address equipment issues with staff/BIS/vendors.
• Prepare sponsor documents and assist with grant applications and progress reports, ensuring compliance with guidelines.
• Coordinate departmental activities, including website updates, seminars, journal clubs, training programs, and collaboration with adjunct faculty.
• Plan and organize special projects and events.

Your qualifications should include:

Minimum Education:

• High school diploma or GED

Minimum Experience:

• 3-5 years responsible secretarial or clerical experience in a professional environment.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

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.