Executive Assistant - Cancer Center

Job Description Summary

The Executive Assistant provides high-level administrative and operational support to senior leaders within the University of Kansas Cancer Center Clinical Trials Office, including the Assistant Vice Chancellor and Chief Operating Officer. This position serves as a trusted partner to executive leadership, managing complex administrative functions, coordinating strategic initiatives, facilitating communication across internal and external stakeholders, and ensuring efficient day-to-day operations. The Executive Assistant exercises sound judgment, maintains strict confidentiality, and independently prioritizes multiple responsibilities in a fast-paced environment.

SOM KC Cancer Center Clinical Trials

Clinical Research

Executive Assistant - Cancer Center

Professional Staff

The Executive Assistant provides high-level administrative and operational support to senior leaders within the University of Kansas Cancer Center Clinical Trials Office, including the Assistant Vice Chancellor and Chief Operating Officer. This position serves as a trusted partner to executive leadership, managing complex administrative functions, coordinating strategic initiatives, facilitating communication across internal and external stakeholders, and ensuring efficient day-to-day operations. The Executive Assistant exercises sound judgment, maintains strict confidentiality, and independently prioritizes multiple responsibilities in a fast-paced environment.

In addition, this position provides leadership and oversight for 3-4 administrative support staff, promoting effective office operations and consistent administrative practices across the organization.

The University of Kansas Cancer Center is the region's only National Cancer Institute-designated comprehensive cancer center where patients gain access to the most promising therapies, cutting-edge clinical trials and world class research.

• Manage complex calendars, meetings, travel arrangements, correspondence, and scheduling for senior leadership.
• Review, prioritize, and respond to incoming communications; draft correspondence and direct requests to the appropriate individuals or departments.
• Manage and prioritize executive email communications, including monitoring and responding on behalf of leadership when appropriate.
• Prepare presentations, reports, meeting materials, and other executive-level documents.
• Maintain faculty and provider credentialing documents, including CVs, NIH Biosketches, SciENcv profiles, and publication records.
• Coordinate faculty promotion and tenure submissions, reappointment documentation, and related academic personnel processes.
• Serve as a liaison between executive leadership and faculty, physicians, staff, hospital leadership, university administration, external organizations, and community partners.
• Coordinate and support board meetings, faculty meetings, leadership meetings, symposiums, and other organizational events.

• Support daily operations of the Clinical Trials Office leadership team and assist with strategic and operational initiatives.
• Oversee and coordinate clinical trial monitor visits and related logistics.
• Coordinate activities and meetings held at the KU Clinical Research Center (CRC) and other KUCC locations, ensuring compliance with applicable institutional requirements, policies, and initiatives.
• Maintain records, databases, REDCap projects, and administrative systems to support departmental operations.
• Track projects, deadlines, and action items to ensure the timely completion of assignments.
• Review and process travel requests, reimbursements, payables, invoices, requisitions, and purchase orders through Workday.
• Approve requisitions and purchase orders for Medical Oncology, Hematology, MCA, and the Clinical Research Center in accordance with delegated authority.
• Review and monitor departmental telephone billing and other operational expenses to ensure accuracy and compliance.
• Review contracts, letters of agreement (LOAs), and other administrative documents for completeness and adherence to institutional requirements.
• Generate and review monthly and quarterly compliance and audit reports, including JCERT reports, timesheet audits, and Medicare Teaching Physician documentation.

• Supervise, mentor, and train administrative support staff.
• Coordinate onboarding and…