Executive Assistant II

University of Louisville•Aurora, CO

About The Position

The Executive Assistant II will report directly to the Brown Cancer Center (BCC) Director/Associate Vice President for Health Affairs. The individual in this position will operate independently and execute the bulk of the UofL administrative and upcoming NCI P30 grant submission duties associated with the Cancer Center Director’s UofL responsibilities. The individual will assist with confidential issues, including maintaining sensitive documents and information, and will provide critical communications between the BCC Director and UofL School of Medicine (SOM)/research executive offices, university leadership, the National Cancer Institute Office of Cancer Centers leadership and all other BCC customers. Other roles will include working with the Director and Deputy Directors, in conjunction with BCC HR Office and partner Departments, on senior faculty affairs actions. This position will also handle significant delegated (from BCC Director) responsibilities within the Workday system which the ULH Executive Assistant II does not have access to. Under the direction of the BCC Director, this position will work closely with the BCC Deputy Directors to plan, organize, and coordinate events, faculty recruitment visits, P30 External Advisory Boards and senior UofL leadership meetings for the Brown Cancer Center. The Brown Cancer Center has over 130 members, which span 7 Schools and 21 Departments throughout the entire University of Louisville.

Requirements

Bachelor's degree with four (4) years of relevant experience or the equivalent combination of education and experience.

Responsibilities

Act on behalf of the Director to propose and implement administrative decisions on the UofL Cancer Center side of operations; to include signature authority on items as instructed by the Director.
Work with the Director and Deputy Directors, in conjunction with BCC HR Office and partner Departments, on faculty affairs items (to include annual work plans, annual reviews, new and renewal endowments, promotions, reviews, letter requests, etc.)
Be the lead admin source for everything related to NCI P30 submission; to include assisting in preparation, submission, preparing various reports and analyses, organizing and coordinating external and internal advisory committee meetings and other duties as assigned.
Work with members of the Office of University of Advancement to ensure growth in cancer-related philanthropy and appropriate stewardship of existing gifts – especially those pertaining to NCI Cancer Center Designation.
Act as a liaison between the Director and internal and external parties.
Represent the director, deputy director and senior leadership as delegated (e.g., meetings) and provide interpretation of policies and viewpoints using discretion and a high degree of judgement in communicating with all parties.
Handle Cancer Center Director-delegated duties within the new UofL Workday system.
Establish a culture of job ownership, process orientation, and continuous improvement within the Brown Cancer Center’s faculty, staff and operations.
Coordinate strategic initiatives involving the Director, Deputy Directors and leadership from the Office of Research and Innovation, the UofL School of Medicine, the EVHPA’s office and the University President’s office.
Serve as procurement UofL cardholder for Director’s office, responsible for making travel arrangements and preparing expense reports in compliance with UofL financial policies, professional association memberships, event attendance, and reimbursement requests.
Organize and coordinate Brown Cancer Center special events and local, national, and international seminars and meetings, including the annual Brown Cancer Center Research Retreat and monthly BCC Grand Rounds – Guest Lecture Series.
Manage membership in the Cancer Center, including creating and maintaining a database of Cancer Center activities and publications.
Work with BCC IT to update and maintain the BCC research website.
Work with BCC Core Leaders, to make sure they have updated BCC Membership lists on a quarterly basis.
Be responsible for compiling and submitting the annual Center RIF report to the EVPRI’s office.
Prepare reports, analyses, Personal Service Contracts (PSCs), and other executive duties as assigned by the Director and Deputy Directors.
Co-lead, organize and run the annual Brown Cancer Center High School Summer Research Program.
Organize BCC faculty recruitment visits – especially those pertaining to NIH-funded investigators being recruited for the goal of achieving NCI designation.
If NCI Designation is approved, be responsible for all senior communications with NCI Office of Cancer Center Programs leadership and administration.