Executive Assistant - Cancer Center

University of Kansas Medical Center•Kansas City, MO

2d•$60,800 - $91,200•Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to senior leaders within the University of Kansas Cancer Center Clinical Trials Office, including the Assistant Vice Chancellor and Chief Operating Officer. This position serves as a trusted partner to executive leadership, managing complex administrative functions, coordinating strategic initiatives, facilitating communication across internal and external stakeholders, and ensuring efficient day-to-day operations. The Executive Assistant exercises sound judgment, maintains strict confidentiality, and independently prioritizes multiple responsibilities in a fast-paced environment. In addition, this position provides leadership and oversight for 3-4 administrative support staff, promoting effective office operations and consistent administrative practices across the organization. The University of Kansas Cancer Center is the region's only National Cancer Institute-designated comprehensive cancer center where patients gain access to the most promising therapies, cutting-edge clinical trials and world class research.

Requirements

9 years of progressively responsible administrative experience. Education may be substituted for experience on a year for year basis.
Previous experience supporting senior executives, directors, or other organizational leaders.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience working with databases and office management systems.
Knowledge of PC operating systems.

Nice To Haves

Experience working in an academic, healthcare, research, or higher education environment.
Supervisory or team leadership experience.

Responsibilities

Manage complex calendars, meetings, travel arrangements, correspondence, and scheduling for senior leadership.
Review, prioritize, and respond to incoming communications; draft correspondence and direct requests to the appropriate individuals or departments.
Manage and prioritize executive email communications, including monitoring and responding on behalf of leadership when appropriate.
Prepare presentations, reports, meeting materials, and other executive-level documents.
Maintain faculty and provider credentialing documents, including CVs, NIH Biosketches, SciENcv profiles, and publication records.
Coordinate faculty promotion and tenure submissions, reappointment documentation, and related academic personnel processes.
Serve as a liaison between executive leadership and faculty, physicians, staff, hospital leadership, university administration, external organizations, and community partners.
Coordinate and support board meetings, faculty meetings, leadership meetings, symposiums, and other organizational events.
Support daily operations of the Clinical Trials Office leadership team and assist with strategic and operational initiatives.
Oversee and coordinate clinical trial monitor visits and related logistics.
Coordinate activities and meetings held at the KU Clinical Research Center (CRC) and other KUCC locations, ensuring compliance with applicable institutional requirements, policies, and initiatives.
Maintain records, databases, REDCap projects, and administrative systems to support departmental operations.
Track projects, deadlines, and action items to ensure the timely completion of assignments.
Review and process travel requests, reimbursements, payables, invoices, requisitions, and purchase orders through Workday.
Approve requisitions and purchase orders for Medical Oncology, Hematology, MCA, and the Clinical Research Center in accordance with delegated authority.
Review and monitor departmental telephone billing and other operational expenses to ensure accuracy and compliance.
Review contracts, letters of agreement (LOAs), and other administrative documents for completeness and adherence to institutional requirements.
Generate and review monthly and quarterly compliance and audit reports, including JCERT reports, timesheet audits, and Medicare Teaching Physician documentation.
Supervise, mentor, and train administrative support staff.
Coordinate onboarding and offboarding activities, including system access, distribution lists, and departmental resources.
Promote consistent administrative processes and workflows across the Clinical Trials Office and affiliated departments.
Collaborate effectively with administrative teams across The University of Kansas Cancer Center, The University of Kansas Health System, and the University of Kansas Medical Center.
Facilitate clear, professional, and effective communication on behalf of executive leadership.
Build and maintain productive working relationships with faculty, researchers, clinicians, staff, patients, and external stakeholders.
Coordinate catering, meeting logistics, and special events in support of departmental and institutional initiatives.
Exercise discretion, sound judgment, and professionalism when handling confidential or sensitive information.
Serve as a departmental resource for scheduling and workforce management systems, including QGenda and Workday.
Oversee administrative operations and facility-related matters for the Clinical Research Center, coordinating with maintenance, construction, safety, and security personnel as needed.
Assist with emergency preparedness activities, facility access issues, and building-related communications, including responses to fire alarms and security concerns.
Ensure a safe, functional, and professional work environment through coordination with institutional facilities and support services.