Administrative Assistant IV

• Provide professional and administrative support to the Deputy Director and the administrative team across the MECCC and Department of Oncology as matrix organizations. Ensure effective overall administrative support, including timely and accurate scheduling and cadence of meetings; oversee and complete all tasks to ensure the Cancer Center is effectively represented
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Responsible to coordinate and schedule meetings, arrange for meeting locations, gather input and draft agenda, send confirmations, and ensure that minutes and meeting materials are received and distributed in a timely manner.
• Support Deputy Director and other senior leaders in administrative and programmatic duties specific to the NCI designation and the Cancer Center Support Grant.
• Support Deputy Director with calendar management, professional travel arrangements, reimbursements, memberships and general administrative support.
• Partner with the Cancer Center Director's Program Manager for the planning and execution of all major events hosted by the Cancer Center.
• Handle all facilities requirements for the Deputy Director; responsible for procurement activities and handle all service requests and special arrangements.
• Provide back-up as needed to Cancer Center Director.
• Special projects and other duties as assigned.
• Support research meetings, retreats and department seminar series; make arrangements for special visitors (agendas, travel, reimbursements, and schedules).

Administrative support to the MECCC Administrative Team

• Assist Department Administrator and Assistant Administrator to implement new office policies and procedures to ensure accurate maintenance of office records, manuals and documents;
• Elevate opportunities for process improvements to leadership; participate in process improvement initiatives;
• Perform administrative duties as required in support of programs and leadership activities including but not limited to email correspondence, taking meeting minutes; drafting PowerPoint presentations; developing and maintaining complex spreadsheets; maintain appropriate files; screen and route mail and documents .
• Perform other related duties as assigned
• Fulfills duties of all previous grades.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

• High School Diploma and at least 5 years of administrative support experience supporting executives is required. Equivalent combination of education and experience will also be considered.

Skills and Competencies

•  Possess strong knowledge of Office365, Sharepoint, Visio, PowerBI, PowerApps,Microsoft Word, Outlook, Excel and PowerPoint. May use other web based programs as assigned. Should be comfortable with learning PowerApps, if necessary. 

Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs;

• Must have ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role;
• Must possess expert level of written and verbal communication skills, strong decision­making ability, analytical skills and attention to detail are equally important;
• Excellent calendar management skills, including the coordination of complex executive and committee meetings;
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• Proven capabilities to demonstrate good judgment, initiative and attention to detail
• Effectively track time and resources to prioritize own work assignments
• Work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;

Scope of Responsibility

• This position will liaise with various internal departments and may be required to have frequent external contact
• May be required to coordinate work assignments as directed
• Coordinate day to day office activities and department/division specific projects

The mission of the Montefiore Einstein Comprehensive Cancer Center (MECCC) is to reduce the burden of cancer in the Bronx and beyond to historically underrepresented/underserved urban communities. Our NCI-designated cancer center bridges clinical care and academic research to facilitate the translation of novel, cutting-edge scientific discoveries into improved clinical outcomes and new life-saving treatments.

The role of the Administrative Assistant IV is to provide exceptional administrative support to the Deputy Director for Administration, Associate Vice-President, Cancer Medicine and provide general administrative support as part of the administrative team in the MECCC.

The MECCC is in accordance with the College's commitment "to be a safe, inclusive, and just institution of medicine, science, and education that attracts, supports, and promotes people and voices from historically marginalized groups, actively counters exclusionary and oppressive systems, and centers our diverse Bronx community and beyond as we pursue responsive science and health equity."