Administrative Coordinator - Hematology & Medical Oncology

About the role

The Administrative Coordinator will be responsible for coordinating and managing various events, such as grand rounds, tumor board, seminars, lectures, recruitment meetings, and other special events for The Tisch Cancer Center (TCC) and the Division of Hematology/Medical Oncology. He/she will also assist with various administrative duties including the collection and maintenance of data, supply ordering, managing TCC’s administrative phone line, providing cross coverage, and other day-to-day operations as required.

Responsibilities

• Event Planning: Develop and coordinate event activities such as External Advisory Board and NCI site visits, Institute-wide retreats, Divisional Grand Rounds, Tumor Board, Research Seminars and Seminar Series, recruitment visits, monthly senior leadership meetings, quarterly lecture seminars, programmatic meetings and coordinating and promoting periodic events for patients and the community.
• Design, develop, and prepare event materials (e.g. programs, fliers, signage, attendee binders and promotional materials, awards, honorariums).
• Negotiate, coordinate, and monitor service providers and guest arrangements (e.g., speakers, catering, audio/visual, facilities, hotel, and transportation,).
• Reconcile financial aspects after event (e.g. reimbursement, vendor invoices).
• Affirmative Action Plan: Assist in maintaining and monitoring the budget for special events.
• Administrative Answer: TCC’s main administrative phone line to assess call-outs, and to triage calls as appropriate.
• Investigate, evaluate and resolve typical administrative or operational problems or situations affecting the work unit.
• Initiate finance-related transactions (via Sinai Central) and purchase office supplies and equipment as required.
• Collect membership materials and maintain membership database.
• Affirmative Action Plan: Assist, as needed, with the completion of regulatory surveys, grant applications and special projects.
• Serve as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
• Provide cross-coverage for other administrative staff during lunch, leave of absence, paid-time off, and/or vacancies.
• Affirmative Action Plan: Have a clear understanding of institutional policies and procedures in order to provide support to our large complex Cancer Institute and Division of Hematology/Medical Oncology.
• Affirmative Action Plan: Assist the department’s Operations/HR team with special projects as requested.
• Affirmative Action Plan: Demonstrate continuous efforts to improve support operations and systems to streamline work processes and to increase the effectiveness and efficiency of the division.

Qualifications

• Bachelor's Degree or equivalent combination of applicable 5 years related administrative or business experience required.
• Some supervisory experience preferred.
• Ability to work proactively and independently with minimal supervision.
• Tech-savvy with solid experience in using MC Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Zoom.

Programmatic Support

• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Affirmative Action Plan: Assist, as needed, with the completion of regulatory surveys, grant applications and special projects.
• Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
• Affirmative Action Plan: Provide cross-coverage for other administrative staff during lunch, leave of absence, paid-time off, and/or vacancies.
• Affirmative Action Plan: Have a clear understanding of institutional policies and procedures in order to provide support to our large complex Cancer Institute and Division of Hematology/Medical Oncology.
• Affirmative Action Plan: Assist the department’s Operations/HR team with special projects as requested.
• Affirmative Action Plan: Demonstrate continuous efforts to improve support operations and systems to streamline work processes and to increase the effectiveness and efficiency of the division.