Senior Administrative Assistant

Employment Type

: Full-Time


: Miscellaneous

Providence is calling a Senior Administrative Assistant for Full-Time Day Shift to John Wayne Cancer Institute in Santa Monica, CAWe are seeking a Senior Administrative Assistant who will provide administrative support to Dr. Santosh Kesari - Director, Translational Neurosciences and Neurotherapeutics - and other department scientists and staff as assigned. This position performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings, and provides high-level administrative support by handling information requests, conducting research, and preparing reports. The Senior Research Administrative Assistant will enhance the effectiveness of the Director by managing complex scheduling, providing information management support and representing the department to others.In this position you will have the following responsibilities:* Perform clerical duties such as answering phones, filing, faxing, assisting clients, scanning, mailing, etc. for Director and department personnel as necessary.* Maintain Director's calendar and serves as primary point of contact to provide real-time scheduling support by booking appointments and preventing conflicts.* Conserves Director's time by reading, researching, and routing correspondence; initiates follow-up actions.* Arrange and organize meetings, teleconferences, and departmental events (including coordinating calendars, typing agendas, scheduling catering, producing flyers, reserving rooms).* Arrange and organize domestic and international travel (including hotel and transportation arrangements, itinerary, honorarium, and expense reports).* Prepare letter, memorandums and report; gathers, summarizes and analyzes data.* Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.* Assist with grant and manuscript preparation, grants management, and budget tracking/reconciliation.* Manage and process reimbursements.* Order office and lab supplies, including creating, processing, and closing purchase orders and requisitions.* Coordinate repair and replacement of office and lab equipment.Required qualifications for this position include:* 3 years experience in Administrative support.* Knowledge of administrative and clerical procedures and systems such as word processing, formulating and managing Excel spreadsheets, development/revision of PowerPoint presentations, managing files and records, transcription, designing forms, and other office procedures and terminology.* Excellent oral and written communication skills.* Excellent organizational and logistical management skills.* Ability to take notes and accurately summarize information and decisions, retain information discussed and to make connections with previous and future discussions.* Ability to prioritize, organize and coordinate work.* Ability to handle multiple tasks, meet multiple deadlines and appropriately prioritize.* Ability to work independently with little or no supervisi* Ability to clearly communicate with internal and external customers, and deal effectively with many people across a broad range of cultural backgrounds and ages.Preferred qualifications for this position include:* Completion of Bachelor's or Associate's Degree in any field.* Prior hospital or research laboratory experience.About the hospital you will serve:The John Wayne Cancer Institute at Providence Saint John's Health Center is a cancer research institute dedicated to the understanding and curing of cancer in order to eliminate patient suffering worldwide. The Institute's mission is accomplished by conducting innovative research focused on biological mechanisms to provide new understandings of the cause, diagnosis, control, and cure of cancer; training the next generation of surgical scientists who study and treat cancer; and researching unique experimental treatment services to rapidly develop and test new forms of diagnosis and therapy in order to improve the quality of life and expected survival of those afflicted with cancer.

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