Administrative Assistant IV

• Administrative support to faculty in the Department of Oncology to include but limited to:

  • Support faculty with light calendar management, professional travel arrangements, reimbursements, memberships and general administrative support;
  • Coordinate research meetings, retreats and department seminar series; make arrangements for special visitors (agendas, travel, reimbursements, and schedules);

  Administrative support to the Blood Cancer Institute (BCI) to include but limited to:

  • Arrange transdisciplinary meetings and seminars, special events and the annual scientific retreat
  • Be responsible to coordinate the application, review, and award process for the BCI Fellowship Program inclusive of processing applications, set up review committee, schedule meetings and send correspondence to awardees;
  • Organize BCI volunteer program for summer students including application review, onboarding and managing student assignment;
  • Track all BCI related expenses and coordinate financial reporting out to Scientific Directors;

  Administrative support to the Montefiore Einstein Cancer Center Administrative Team

  • Assist Department Administrator and Assistant Administrator to implement new office policies and procedures to ensure accurate maintenance of office records, manuals and documents;
  • Be point of contact across the MECC, Department of Oncology and Blood Cancer Institute to interpret new directives, policies and regulations and inform appropriate personnel of changes;
  • Elevate opportunities for process improvements to leadership; participate in process improvement initiatives;
  • Coordinate and schedule arrangements for MECC meetings, conferences, and seminars. Perform clerical 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.
  • Assist MECC Administrator and Assistant Administrator to coordinate MECC volunteer program for summer students: collect and review applications, process all pertinent documents, including visa applications; manage assignments and progress.
  • Assist in the general onboarding of new personnel (e.g., phone setup, keys, etc.)
  • Act as a back up for Purchasing Assistant
  • Perform other related duties as assigned
  • Fulfills duties of all previous grades.

  The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

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

Skills and Competencies

• Possess strong knowledge of Office365, Sharepoint, Visio, 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;
• Uses independent judgment when responding to inquires

Scope of Responsibility

• This position will liaise with various internal departments 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 department/division specific projects