Executive Assistant - Cancer Center

Department:

SOM KC Cancer Center Clinical Trials -----

Clinical Research

Position Title:

Executive Assistant - Cancer Center

Job Family Group:

Professional Staff

Job Description Summary:

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.

Job Description:

Job Duties Outlined:

Executive and Administrative Support

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.

Operational Coordination

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.

Leadership and Team Support

Supervise, mentor, and train administrative support staf f.

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.

Communication and Stakeholder Engagement

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.

Facilities, Scheduling, and Systems Management

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.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment

This position may be eligible for a hybrid work schedule after 6 months. Incumbent will work remotely and on campus based on a set departmental schedule based on management approval and must reside in the greater Kansas City metropolitan area .

Required Qualification s

Work Experience:

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.

Preferred Qualifications:

Work Experience:

Experience working in an academic, healthcare, research, or higher education environment.

Supervisory or team leadership experience.

Skills:

Communication

Organization

Project coordination

Time Management

Prioritization

Attention to Detail

Multitasking

Adaptability

Problem Solving

Decision Making

Strategic Thinking

Initiative

Relationship Building

Discretion and Confidentiality

Leadership

Team Development

Required Documents:

Resume/CV & Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are avail