Administrative Coordinator - Tisch Cancer Center

Responsibilities

• Provides administrative support to one or more physicians as related to daily operations of the division.
• Maintains the physician’s calendar, coordinates meetings, including booking space, coordinating schedules, and confirming attendees.
• Screens telephone calls; answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• Make travel arrangements and accommodations for physicians to include air, train and hotel reservations.
• Submits travel requests, reimbursements/vouchers, and expense reports as required.
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Participate in the completion of grant applications and special projects.
• Researches, locates and compiles information for reports.
• Assembles and categorizes figures for computation and calculations.
• Prepare statistical reports.
• Prepare documents required to maintain balanced accounts for review and approval.
• Maintains files and ensures compliance with regulatory standards.
• Assist with the preparation of manuscripts and presentations, prepares tables, text and slides, performs literature searches as needed.
• Routinely update the physician’s biographical sketch which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written.
• Ensures adequate restock of supplies.
• Takes inventory or examines merchandise to identify items to be reordered or replenished.
• Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies.
• Tracks expiration of vendors’ contracts and renews as needed.
• Aids in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships.
• Aid in the development and coordination of informational packets for participants.
• Transcribes and distributes minutes.
• Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
• Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
• Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Covers Atran floor: repairs, supply orders, and daily operations.
• Helps supervise the 2 administrative assistants in concert with the Director.
• Tracks Paid Time Off (PTO) requests for the 2 Admin Assistants and ensure provider coverage.
• Supports the Director with reporting deadlines for all types of grants.
• Captures and distributes team lunches and broader team meetings.
• Performs other related duties as assigned.

  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.
  • Solid experience in using MC Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Doodle Poll, WebEx, and GoTo Meeting.
  • Knowledge of PubMed, and InfoEd desirable.
  • Experience with both PC and Mac software is strongly preferred.
  • Knowledge of grants highly desirable.