UNV-COE Executive Assistant - Hollings Cancer Center

Job Description Summary

The HCC Associate Director for Population Sciences and Cancer Disparities and the Community Outreach and Engagement (COE) is recruiting for an Executive Assistant.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Research Grant

Cost Center

CC001334 HCC Outreach

Pay Rate Type

Salary

Pay Grade

University-GEN09

Pay Range

52,100.00 - 70,300.00 - 88,600.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Summary:

Responsibilities of this position include administrative support for the HCC Associate Director for Population Sciences and Cancer Disparities and the Community Outreach and Engagement (COE) team as well as other cancer center administrative activities at the MUSC Hollings Cancer Center (HCC).

Responsibilites:

30% Manage Complex Calendar for HCC COE Associate Director

• Manage the HCC COE Associate Director’s complex calendar and ensure time is carefully coordinated and planned so that priority meetings are held on a timely basis, with appropriate prep/briefings prior.

• Manage the HCC COE Associate Director’s daily schedule, maintain detailed knowledge of the Associate Director’s needs, goals, and objectives to prioritize appointments and access of faculty, staff, and University officials to the Associate Director.

• Work with various departments across and outside of the organization to schedule the meetings, organize meeting materials and adequately book the meeting spaces.

• Maintain highly confidential information and files and use independent judgment and discretion in making information available to appropriate people.

• Manage incoming calls and emails, ensuring high-priority items are appropriately escalated to the Associate Director.

• Maintains well-organized files of important documents and calendar deadlines as needed.

30% Executive Level Administrative Support

• Provides a wide range of complex office administration and support to the HCC COE Associate Director.

• Respond to written correspondence addressed to the HCC COE Associate Director in a succinct and official manner, protecting the confidential nature of the information. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.

• Assist in coordinating briefing reports for the HCC COE Associate Director prior to events to ensure that he/she is well informed and prepared to interact with executives, board members, donors, senior staff who are involved in each event or activity.

• Screen and manage incoming emails, calls, and visitors, providing appropriate responses or redirecting as necessary.

• Organize meeting materials, adequately prepare the meeting space as necessary, assist in loading presentations, and take confidential minutes as needed.

• Provides a wide range of support, including composing and editing letters, memoranda, reports, lecture/course materials, presentations, and cases. Prepares copy for publication or submission of grant proposals and/or reports.

• Maintain highly confidential information and files and use independent judgment and discretion in making information available to appropriate persons.

• Manage an active communication agenda, keeping all related parties up to date on project(s) status.

• Attend meetings with the Associate COE Director as needed, taking minutes, tracking action items, and providing reminders.

• Ensure the HCC COE Associate Director’s engagements and consultations are recorded in the COE Tracker.

• Contribute to the long-term follow-up of the career outcomes of each student beyond the life of the summer programs.

• Orders office supplies and program gift cards for the COE Team, print handouts and create informational packets for cancer education sessions in the community, health fairs, etc., assist with summer cancer education research training programs as needed.

25% Travel Coordination

• Arrange and coordinate travel accommodation and logistics for the Associate Director (and other COE members as needed).

• Compile necessary documentation (e.g., itineraries, agendas) and reconcile expense reports. 15% Project Coordination and Management

• Assist in the coordination and planning of special projects and training events, providing back-up support as needed.

• Collaborate with HCC COE Associate Director and Program Managers to streamline operations and improve efficiency.

• Assist with ongoing research study activities, conduct telephone surveys with study participants, enter study data into the REDCap system as needed

15% Project Coordination and Management

• Assist in the coordination and planning of special projects and training events, providing back-up support as needed.

• Collaborate with HCC COE Associate Director and Program Managers to streamline operations and improve efficiency.

• Assist with ongoing research study activities, conduct telephone surveys with study participants, enter study data into the REDCap system as needed

• Other duties as assigned

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years' experience in business management, public administration or administrative services.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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