The Executive Assistant II assists the Cancer Center Deputy Director and Executive Director of CFI, and Department administrator with daily operations. The incumbent coordinates and manages the calendars and travel schedule; corresponds with internal and external parties to coordinate appointments and meeting invitations, etc; updates and maintains biosketch and CV; processes invoices for payments and monitors accounts; assists with the preparation and submission of grant applications and internal routing of grant applications, and assists with the submission of manuscripts and abstracts. They also process monthly time and effort reports and eCERT reports, drafts letters and correspondences of of confidential and sensitive nature, provides timekeeper support to the department, assists with and coordinates faculty recruitment activities and invites special seminar speakers, and assists with HR related tasks as necessary (ATRs, ATRFs resume evaluations, etc.). The Executive Assistant II also performs high-level staff work that requires a great degree of tact and integrity due to the great frequency of senior level internal and external contacts and the high degree of exposure to confidential data. They are also responsible for participating in department initiatives and projects of broad nature, processing reapplication appointments for clinical privileges, processing renewal of medical license, board certification requirements, and professional membership, and performing other duties as required.
Applicants must have an Associate’s degree and the equivalent of five years of full-time secretarial or related experience; or a High School diploma or G.E.D. and the equivalent of six years of full-time secretarial or related experience. The preferred candidate will have experience with memo/letter drafting and proofreading and reports preparation and submission; experience with organizing meetings; experience with coordinating travel arrangements and event planning; and has proficient experience with Microsoft Office Suite including Word, Excel, Powerpoint, and Outlook. They will also have the ability to set up and maintain email systems, file sharing systems, and calendars (calendar management; experience coordinating WebEx (Video and Audio) conference calls; and creating and maintaining databases. The preferred candidate will be dependable and a team player, have initiative and the ability to work with little supervision, and have effective time management skills. They will have good attention to detail, will be an active listener, be very analytical, and have excellent interpersonal, written, and verbal communication skills in order to work collaboratively and effectively with a wide range of people.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at email@example.com.
Applicants must reference the Posting # when applying for this position.
Interested applicants may apply by uploading a cover letter and resume below in Microsoft Word or PDF format.