Sr Administrative Assistant Melanoma Medical Oncology

The Senior Administrative Assistant plays a critical role in providing high-level, complex administrative and clerical support to assigned faculty and staff. This position requires independent judgment, problem-solving, decision-making, and effective planning, along with strong oral and written communication skills. It directly supports the Melanoma Medical Oncology Faculty, Clinical Research and APP Teams, Department Administrator, and Operations Manager. By enhancing the overall efficiency and productivity of the department, the Senior Administrative Assistant contributes to advancing the mission and vision of the department.

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

The ideal candidate will have experience providing administrative support faculty members is highly desirable. Candidates with strong administrative support experience. The successful candidate will possess strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple priorities in a fast-paced environment.

• Assisting with grant applications, manuscript preparation, CV updates, bibliographies, and clinical/research documentation.
• Managing timely submission of reports and documents by tracking progress, alerting faculty, and initiating follow-ups.
• Maintaining faculty calendars, coordinating meetings (in-person and virtual), preparing agendas, and handling travel arrangements (approvals, itineraries, materials, and reimbursements).
• Supporting office operations, including paperwork, schedules, and visitor coordination, often requiring on-site presence and campus escorting.
• Ensuring accuracy in CVs, publications, and biographical sketches while assisting with faculty appointments, visa sponsor ships, and licensing needs.
• Preparing scientific reports, speeches, presentations, and correspondence, using various software tools.
• Managing faculty on-call schedules, PTO requests, and physician pager redirections.
• Responding promptly to internal and external requests for documentation and support.

• Provides administrative support to assigned clinical work groups, including license renewals, meeting coordination, setup, catering, and A/V needs.
• Manages IT support requests, travel arrangements, and expense reimbursements.
• Operates in the central department administrative office with in-depth knowledge of administrative functions, working both independently and as part of a team.
• Exercises sound judgment to determine when to escape issues to the Operations Manager, Department Administrator, or Chairman versus handling them locally.
• Ensures workgroup staff follow institutional and departmental procedures, including accurately recording all leave in the Melanoma Department Leave Calendar.

• Submits timely website updates for assigned faculty/work group to ensure current information.
• Coordinates purchasing activities, liaising between clinical/lab personnel and department buyer, or serving as a buyer for specific areas (e.g., weekly office supply orders).
• Communicates new procurement procedures to…