Administrative Manager

The Administrative Manager serves as the principle administrative manager and point of contact for the Division Head of the Division of Cancer Medicine. Performs high-level operational and executive level support for the Office of the Division Head. This role requires exceptional leadership, professionalism, and interpersonal and organizational skills. Coordinates highly complex and often of confidential administrative activities exercising independent judgment, strategic thinking, and flexibility with an in-depth knowledge of institutional policies, processes, and procedures. Public-facing administrative support who interfaces with institutional, divisional, and departmental leadership and administrators as well as external collaborators. This position requires advanced administrative management skills and the ability to effectively interface with personnel at all levels. within the institution. 

The ideal candidate is a proactive, detail-oriented administrative professional with experience supporting director-level leaders and faculty. They are confident in decision-making, skilled at managing competing priorities, and able to work independently with minimal direction. With high proficiency in Microsoft Office Suite, they excel in calendar and travel management, tracking initiatives, and maintaining credentialing. Onsite at least three days per week, they bring strong organizational skills, professionalism, and clear communication to effectively support the Division Head and institutional priorities.

KEY FUNCTIONS

Calendar Management/Operations

Maintain current and long-term calendar for the Division Head, ensuring that meetings are appropriately planned, and time is expended with maximum efficiency and effectiveness. Coordinate various meetings, including various routine meetings. Organize and coordinate calendar activities for Division Head including but not limited to scheduling meetings, setting appointments, recording pertinent events and functions to the calendar. Work closely with all Executive offices and their employees for all matters pertaining to the Division Head. Act as a liaison for the Division Head with other departments and organizations. Coordinate and assist with Division Head’s external organization activities, including scheduling meetings, teleconferences, etc. Support Division Head with extramural activities including lectures and team speaking, and special committees. Maintain credentialing for Division Head (internal documents: conflict of interest forms, CV, biosketch, other support; external documents: license, DUNS, DEA, DPS, etc.) Coordination of administrative and operational activities of a complex nature (mail, act as liaison, organize meetings/conferences, maintain confidential files, create and maintain appropriate filing systems, prepare agendas for matters of consideration at meetings, establish priorities and deadlines for completion of projects, work in conjunction with other division and department staff related to Division Head work and responsibilities. Provide administrative support for all division head and faculty roles, including institutional committees, leadership in national societies or efforts. Ensure annual performance appraisals are completed and submitted on time, working with division and department staff as necessary. Ensure lab coats are sent out for laundering and returned on a timely basis. 

Assist in organizing meetings and arranging catering and provide logistical support for meetings as necessary. Complete processing of catering requests and/or conference room requests.  Must be able to understand and respond to telephone conversations with physicians and other members of the healthcare team, both within and outside of the institution. Clearly write and communicate verbally person-to-person, in email format, or over the telephone. Handle telephone calls with courtesy, accuracy and respect for confidentiality and demonstrate grammatical proficiency in English. This includes taking a complete message with accurate date, time, name, number and information, and responding with appropriate communications as necessary. 

Travel Management

Reviews calendars for accuracy to coordinate travel arrangements for the Division Head as necessary; arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures. Serves as liaison with "host" institution in preparation of Division Head's attendance and participation at various meetings and symposiums; process any necessary documentation for reimbursement by host. Maintain key event tracking document detailing upcoming obligations and status of travel arrangements. 

Coordination and Scheduling of Institutional Initiatives

Involves a critical function in supporting the Division Head’s leadership in institutional and extramural leadership roles that benefit the institution through the structured coordination of information and scheduling. Responsible for gathering, organizing, and synthesizing information related to institutional priorities such as Governing Board directives, Service Line strategies, and Cancer Center Support Grant activities related to the Division Head’s roles. This includes ensuring timely and accurate tracking of initiatives and aligning the Division Head’s calendar and commitments with evolving institutional goals. This includes preparing background materials, monitoring deadlines, coordinating with internal stakeholders for input, and ensuring seamless communication between institutional teams and external organizations. The administrative manager will work closely with internal departments to ensure that the Division Head’s institutional responsibilities are well-integrated, documented, and effectively communicated. This function is essential for enabling strategic visibility, operational continuity, and institutional alignment in both internal governance and national leadership settings. 

Computer Technical/Functional Expertise

Must be proficient in all Microsoft applications including Outlook, Word, Excel, and PowerPoint. Expert knowledge and proficiency in setting up virtual meetings (e.g. Zoom, Microsoft Teams, etc.) including individual and series meetings and webinars. Ensure that Outlook calendar invitations are both accurate and complete and contain all information relevant to individual and series meetings, including agendas, links, and attendees. Utilize computer software available to ensure accuracy such as computerized spell checks, dictionaries, grammar handbooks, encyclopedias, pub med, etc. Communicate project status (completion or delays) to originator and supervisor as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor and internal and external stakeholders. 

Other duties as assigned.