About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.
Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.
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Position Summary:
Independently executes a broad range of operational, administrative, and support activities for the Office of Research Facilities (RFO). Specific tasks include coordinating the day to day inflow and completion of work requests of the office, processing purchase orders, handling the distribution of construction activity notifications to the impacted building occupants, coordinating the scheduling of complex meetings, maintenance/tracking of the laboratory move check-list with coordinating departments (OSH, Facilities Engineering, etc.), ensures in the coordination with the senior planner that the Archibus Space Management system is up to date with department/faculty space assignments and prepares periodic space reports for senior BRI administration, works with BRI Research Accounting to ensure departmental charges are tracked and looks for opportunities for cost savings. Ability to works independently and has a detailed knowledge of the department's activities and procedures. May perform research, data analysis and makes recommendations on RFO services and documentation. Supports and handles the report preparation and presentations to a diverse audience of external and internal entities. Coordinates communication from the RFO across the enterprise on behalf of Director. Support the Research Facilities Manager and Senior Planner and others as required.
Key Responsibilities include:
- Serves as the intake coordinator for the office. Ensures that all project/administrative RFO matters are communicated and coordinated across the multiple departments and project spectrum, e.g., Facilities Design Construction, BIS, Facilities Engineering, IT, Occupational Safety, Security, Shipping and Receiving, Parking & Transportation, consultants, contractors and vendors.
- Efficiently and professionally deals with the correspondence from across the enterprise. Prepares and maintains the departmental written correspondence, including confidential information and construction activity notifications, drafts routine responses, gathers back-ground information for executive when appropriate.
- Assist in the workflow analysis for patterns, and in identifying areas for improvement. Works with the RFO Director and staff to develop process improvement initiatives and tracks progress. Organizes & expedites flow of work through the RFO originating via Archibus work order system; status tracking and initiating follow up action as appropriate.
- Assists in resolving issues, facilitates appropriate resolution, and serves as an institutional resource. Resolves routine and some complex inquiries and fulfills requests from internal & external business contacts using knowledge of division/department organizational policies & procedures. Coordinates the review of documentation with internal audit department as required.
- Assists in the planning & organizing special projects including furniture specification, acquisition, coordination of delivery and installation, moving, coordination with EVS, and ITS for the City of Hope by coordinating with internal constituents, contracted project managers and contractors as well as corresponding jurisdictions.
- Maintains a 'real-time' tracking of space assignments in BRI buildings with the Senior Planner and BRI department business managers. Responsible for the laboratory move checklist and coordinates the process / communications required for a successful laboratory move.
- In coordination with the department of Occupational Safety and Health, ensures that the emergency contact information for each lab area is as up to date as possible.
- Responsible for soliciting quotes and processes purchase orders as necessary to support the shared equipment and research facilities of the Research Enterprise. When necessary, collaborates with Purchasing and Accounting departments to facilitate the processing and payment of vendors in a timely manner. Tracks reimbursable expenses, coordinates travel, etc.
- Works with Research Accounting in preparing the quarterly spend reports for the primary chart strings supporting the RFO's activities.
- Administrative Duties:
- Coordinates complicated meetings and agenda materials as needed.
- Establishes and maintains department files and records which contain confidential information.
- Monitors and orders office supplies as necessary.
- Assists in department orientation/training of new employees
- Helps establish and accomplish office priorities through personal organization and time management and support of the senior director priorities.
- Sets a positive example of service orientation, morale, attitude, maturity, and motivation.
- Internal Contacts: Interacts with purchasing, accounting, finance, ITS, legal, HR, and facilities management departments and other support and ancillary departments when necessary.
- External Contacts: Interacts with financial coordinators for consultants, contractors and vendors. Occasionally responsible for coordinating review of documentation with external auditors engaged or authorized by City of Hope.
- Bachelor's Degree.
- Experience may substitute for minimum education requirements.
- Two years of experience in business office and administrative analysis with skill at creating and utilizing tracking and controls systems.
- Experience in overseeing clerical and support staff.
City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
- Posting Date: Dec 20, 2021
- Job Field: Research Administration
- Employee Status: Regular
- Shift: Day Job