Administrative Assistant - Research Administration (Hybrid)

City of Hope; Duarte (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

City of Hope in Duarte, CA seeks an Administrative Assistant to join our team. Working with limited supervision, you will perform diversified, confidential secretarial and administrative work for the department head, screening visitors and calls and organizing workload.

This role requires strong organization, discretion, and the ability to format complex documents, take dictation, schedule meetings and travel, and prepare minutes. Experience in healthcare or academic research is preferred.

Qualifications

• 2 years post high school education or equivalent.
• 5 years senior level secretarial experience with prior experience in Administration.
• Experience in healthcare or academic research preferred.

Responsibilities

• Organize and expedite workflow in the administrator’s office, initiating follow-up action as appropriate.
• Answer phones, screen and route visitors and callers, and resolve routine and some complex inquiries from internal and external contacts using knowledge of department and organizational policies.
• Format, type, edit, and compose complex, technical, and confidential materials, including correspondence, memos, reports, presentations, and materials for the administrator’s signature.
• Take and transcribe complex and confidential dictation.
• Schedule appointments and meetings, coordinate agendas and materials, and arrange meetings, conferences, and travel for department personnel.
• Prepare and distribute meeting minutes; open, read, prioritize, route, and respond to incoming mail and routine correspondence.
• Maintain confidential files, logs, and records; support lab orders while upholding confidentiality and integrity within the lab environment.
• Assist in planning and organizing special projects.

Skills

Phone screening

Dictation transcription

Scheduling

Meeting minutes

Document formatting

Travel coordination

Confidentiality

Administrative support

Education

Post high school trade, business or professional school

Experience may substitute for education requirements

Job description

Join the forefront of groundbreaking research 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. Our dedicated and compassionate faculty and staff are driven by a common mission: Contribute to innovative approaches in predicting, preventing, and curing diseases, shaping the future of medicine through cutting‑edge research.

City of Hope is seeking a proactive and detail‑oriented Administrative Assistant to join our team. Working with limited supervision, performs diversified, advanced, and confidential secretarial and administrative work. Relieves department head of administrative detail. Uses discretionary initiative and judgment when screening visitors and telephone calls, scheduling appointments and organizing workload to meet established priorities. Requires thorough knowledge of organizational unit policies, personnel and services.

As a successful candidate, you will:

• Organize and expedite workflow through the administrator’s office, initiating follow-up action as appropriate.
• Answer phones, screen and route visitors and callers, and resolve routine and some complex inquiries from internal and external contacts using knowledge of department and organizational policies.
• Format, type, edit, and compose complex, technical, and confidential materials, including correspondence, memos, reports, presentations, and materials for the administrator’s signature.
• Take and transcribe complex and confidential dictation.
• Schedule appointments and meetings, coordinate agendas and materials, and arrange meetings, conferences, and travel for department personnel.
• Prepare and distribute meeting minutes; open, read, prioritize, route, and respond to incoming mail and routine correspondence.
• Maintain confidential files, logs, and records; support lab orders while upholding confidentiality and integrity within the lab environment.
• Assist in planning and organizing special projects.

Your qualifications should include:

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

Preferred qualifications:

• Experience working in a healthcare or academic research setting.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer.