About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

Under general supervision, provide intermediate to senior level administrative support to the Director and professional staff in the Department of Supportive Care and Integrative Medicine. This position will additionally provide onsite coverage at the Biller Resource Center and Hope Boutique.

Key Responsibilities include:

• 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.
• Cross training and coverage of Hope Boutique and Biller Resource Center.
• Prepares and updates recurring and routine internal reports. Collects and verifies data.
• Develops systems and procedures for monitoring assigned tasks and their completion
• Develops forms, excel spreadsheets, and reports.
• Monitors, tracks and reports employee attendance, time, request for sick time, vacation, personal holidays and attendance at educational programs
• Coordinates preparation of reports, analysis of data and presentations
• Receives and processes employee requests for materials, supplies, access to software and security systems
• Processes budgetary requests for supplies, travel, equipment or educational expenses
• Tracks supplies including anticipating need, ordering and verification of receipt
• Coordinates on boarding of new employees
• Coordinates allocation and management of staff workspace and related requests – location, furniture, ergonomics etc.
• Tracks, monitors, reconciles and reports on expenses
• Tracking of tasks, resources and budget
• Schedules, establishes logistics and facilitates conduct of design sessions, training, committee meetings and staff meetings
• Serves as general information resource by answering procedural questions and requests
• Maintains supplies and inventory and places orders as required
• Maintains professional and technical knowledge by attending educational sessions or through educational material and by participating in professional networks and societies.
• Answers phone calls from patients, takes messages and directs patients as needed to appointments or to other practitioners.
• Helps coordinate requests for medical records from outside
• Coordinates patient scheduling in clinic
• Receives refill requests from patients and ensures required information is present and sends completed refill requests to pharmacy
• Helps resolve administrative problems and issues
• Organizes and maintains office
• Coordinates communication within and without team through phone, messaging, email, paging, paper and meetings
• Process the reporting of issues and optimization requests by clinicians
• Manage office equipment
• Maintain stationary supplies and printing needs (internal and through COH and outside services)
• Meeting agenda and minutes management
• Welcome and receive visitors
• Coordinate outside visitors including guests, interviewees, vendors and others
• Coordinate events of department
• Establishes, maintains and has frequent access to confidential files, logs and records.
• Assists in planning and organizing special projects
• Formats, types and edits a complex technical and clinical material
• Organizes and expedites flow of work through administrator’s office; initiating follow up action as appropriate
• Resolves routine and complex inquiries and fulfills requests from internal and external business contacts using knowledge of department and organization policies and procedures
• Makes arrangements for meetings/conferences/travel for department personnel.
• Performs special projects and assists other staff as assigned.

Basic education, experience and skills required for consideration:

• Two years Post High School Trade, Business or Professional School
• Experience may substitute for minimum education requirements
• Five years senior level secretarial experience with prior experience in Administration.

Required Courses/Training:

• Word Processing

Requirements/Other:

• Computer experience necessary, background in Microsoft preferred

Additional Information:

• As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.