Administrative Support

City of Hope•Duarte, CA

11d

About The Position

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today. Position Summary: Under general supervision, provide intermediate to senior level secretarial support to the department Manager, Director and professional staff. As a successful candidate, you will: Answers telephones, screens and routes callers and visitors, takes messages and provides routine information to callers. Responds to routine requests for information. Refers more complex requests to appropriate staff member. Composes letters and memoranda from dictation and verbal direction or from knowledge of City of Hope policy or procedures. Takes and transcribes dictation, sometimes of a confidential nature. Formats, types and edits a variety of complex or technical material, including correspondence, memos and reports. Arranges appointments and meetings; coordinates meeting and agenda materials, may take and prepare minutes for department staff meetings. May coordinate travel arrangements through travel service or direct contact with airlines, hotels, etc. Routes and answers correspondence as directed. Establishes and maintains department files. Processes invoices and initiates check requests. Inventories and orders office supplies as necessary. Prepares and updates recurring and routine internal reports. Collects and verifies data.

Requirements

High School or equivalent
Experience may substitute for minimum education requirements
Three years responsible secretarial or clerical experience in a professional environment
Computer experience necessary
Background in Microsoft preferred

Nice To Haves

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
Strong organizational and multitasking abilities.
Excellent communication skills, both written and verbal.
Attention to detail and a high level of accuracy in work.
Ability to work independently and as part of a team.

Responsibilities

Answers telephones, screens and routes callers and visitors, takes messages and provides routine information to callers.
Responds to routine requests for information. Refers more complex requests to appropriate staff member.
Composes letters and memoranda from dictation and verbal direction or from knowledge of City of Hope policy or procedures.
Takes and transcribes dictation, sometimes of a confidential nature. Formats, types and edits a variety of complex or technical material, including correspondence, memos and reports.
Arranges appointments and meetings; coordinates meeting and agenda materials, may take and prepare minutes for department staff meetings.
May coordinate travel arrangements through travel service or direct contact with airlines, hotels, etc.
Routes and answers correspondence as directed.
Establishes and maintains department files.
Processes invoices and initiates check requests.
Inventories and orders office supplies as necessary.
Prepares and updates recurring and routine internal reports. Collects and verifies data.