Sr. Administrative Assistant

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The SCCC department is seeking a Senior Administrative Assistant that performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations. Supports department and/or department leadership with daily clerical tasks. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials. Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates calendars. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types of correspondence, such as informative materials; creates spreadsheets and presentations. Greets and provides general support to visitors. Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High school diploma or equivalent. Bachelor's degree preferred.

Experience:

Minimum 3 years of relevant experience. Prefer at least five years of relevant experience.

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations

• Ability to accurately prepare and maintain records, files, reports and correspondence

• Ability to communicate effectively in both oral and written form

• Ability to maintain effective interpersonal relationships

• Ability to process and handle confidential information with discretion

• Skill in completing assignments accurately and with attention to detail

• Proficiency in computer software (i.e., Microsoft Office)

• Knowledge of a university research environment, and policies and procedures related to purchasing, accounts payable, travel, financial reporting, and personnel is strongly preferred.

  Knowledge of Microsoft Word, Excel, PowerPoint and Microsoft Outlook required, and reference manager preferred.

  Excellent skills in English (both verbal and written) required

DEPARTMENT SPECIFICS

ADMINISTRATIVE/DIRECTOR ACTIVITIES

• In a senior capacity, coordinate, follow through and resolve confidential matters for the Director. Oversee processes so that prompt, efficient, and effective procedures are in place.

• In a senior capacity, manage and create the schedules, meetings and/or materials required for the activities of the department.

• Serve as the primary contact for external agencies and other institutions where the Director is directly involved in collaborative activities. Interface with both internal and external contacts to include interfacing with University-wide personnel, potential donors, and clinical research affiliates of the center, physicians and collaborating researchers worldwide, and private sector companies for arranging conference calls, travel, billing, reimbursements, organizing meetings and presentations.

• Maintain the Director’s calendar, schedule meetings, make travel arrangements, screen telephone calls on behalf of the Director and assure all calls are returned in a timely manner. Assist the Director with gathering and preparing information needed to develop yearly strategic plans.

• Oversee the preparation of special reports and participate with other Cancer Center research administrative staff in the planning and organization of major multidisciplinary grant applications for which the Director has responsibility.

• Coordinate an