Administrative Assistant Genitourinary Medical Oncology

Responsibilities

• Provide administrative support to assigned faculty ensuring daily operational needs are met
• Manage faculty calendars and proactively communicate scheduling conflicts
• Maintain current curriculum vitae, biosketches, and support information within FIS
• Monitor and maintain faculty licensing (TMB, DEA, ACLS, BLS, memberships)
• Update Outlook tracking and files
• Prepare and coordinate travel in Concur, including itineraries, meetings, reimbursements, and expense reports
• Submit and maintain extramural and PTO leave in WebSchedule
• Cook up and coordinate blocked clinic requests to prevent overlap between administrative and clinical commitments
• Support grants team by providing data for timely institutional and governmental submissions
• Provide confirmation and status updates for completed requests
• Compose formal and informal correspondence and prepare departmental documents
• Create, edit, and format presentations for faculty and leadership
• Aid with manuscript submissions according to journal requirements
• Organize and disseminate information clearly to internal and external stakeholders
• Use independent judgment to analyze information and determine appropriate solutions
• Process confidential paperwork and maintain accurate records
• Provide telephone coverage by answering calls, routing inquiries, and taking messages
• Sort and distribute departmental mail and email communications
• Assist employees and vendors with navigation, directions, and meeting coordination
• Support departmental projects and ad hoc assignments
• Arrange conferences including room reservations, catering, and equipment setup
• Prepare shipping materials such as FedEx air bills and coordinate package pickups
• Support departmental package distribution and logistics coordination
• Aid the finance team with reconciliation of faculty PRS-related expenses
• Review and format documents such as letters of recommendation, support letters, and patient communications
• Other duties as assigned

Qualifications

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree
• Required: Four years administrative/secretarial experience
• No experience required with preferred degree
• Preferred: Experience in Outlook and scheduling is preferred; Administrative skills/background