"PS Administrative Assistant"

Job Summary

Administrative Assistant - Division of Surgical Oncology. The Division of Surgical Oncology is seeking a proactive and highly organized Administrative Assistant to support the Division and its Chief. The Division is part of the Department of Surgery and has offices in the Huntsman Cancer Hospital. This role serves as the primary administrative partner to the Chief, providing high-level support in managing complex calendars, coordinating communications, and overseeing special projects. The successful candidate will demonstrate strong judgment, discretion, attention to detail, and the ability to thrive in a collaborative, fast-paced academic medical setting. We value individuals who bring professionalism, initiative, and a team-oriented mindset to their work. This is an excellent opportunity to contribute meaningfully to the success of the Division while building strong professional relationships across the Department and institution.

Responsibilities

Essential Functions

• Calendar Management: Coordinate and manage the Chief's complex and dynamic schedule, ensuring accurate planning of meetings, events, and travel while anticipating and minimizing conflicts.
• Communication: Serve as the primary point of contact for the Chief's office, managing email, phone, and in-person communications with professionalism, clarity, and confidentiality.
• Meeting Coordination: Plan and execute internal and external meetings, prepare agendas, arrange technology support (e.g., Co-Pilot or other tools), and track follow-up actions to completion.
• Travel Planning: Organize comprehensive travel itineraries, including flights, lodging, and ground transportation, with timely submission of reimbursements.
• Document & Records Management: Maintain confidential files, records, and documents in an accurate, organized, and accessible manner.
• Administrative Support: Draft, edit, and format correspondence, reports, and presentations. Manage office supply inventory and process expense reports and reimbursements.
• Project Support: Provide research, data collection, and reporting support for special projects led by the Chief; assist with implementation and progress tracking.
• Purchasing & P-Card Reconciliation: Process division and Chief-related purchases and accurately reconcile procurement card transactions.
• Special Assignments: Support ad hoc initiatives and assignments from the Chief, collaborating with executive assistants and leaders across the institution as needed.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Conditions

Nearly continuously: office environment. Work Environment and Level of Frequency typically required: Nearly Continuously: Office environment. Physical Requirements and Level of Frequency that may be required: Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

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Special Instructions

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