Sr Administrative Assistant, Cancer Control

Full time support to the Regional Vice President includes:

• Acts a liaison and represents the Vice President (VP) or Strategic Director with other departments, facilitates communication with the leadership team, key staff, and volunteers.  Represents the department of the VP or with the highest level of confidentiality, customer service and professionalism.   
• Prepares VP or Strategic Director for meetings and speaking engagements, conducts general internet research on companies, communities, issues, individuals, etc.
• Maintains department records by scanning, filing, and managing electronic and hard copy files, adhering to Records Management policies and procedures.
• Provides travel management support through Concur (including serving as “travel arranger” for internal and external constituents – a.k.a. “Guest Traveler”), works with the Travel department as needed.  Prepares travel documents, itineraries, and driving directions for ground travel.  Resolves travel and expense issues and champions nationwide meeting and travel policies and procedures.
• Provides T&E management by validating and submitting T&E in ePRF, coding Pcard transactions in a timely manner, and troubleshooting transactions, coding, submissions, and/or payment issues. Ensures adherence to Travel and Expense and PCard policies and procedures as content expert.
• Ensures department e-time submissions are completed, reviewed and approved by the deadline ensuring adherence to eTime policy and procedures.  Liaisons with Payroll team as needed to resolve issues.
• Provides meeting management support by coordinating meeting logistics for internal and external meetings, ensures all resources are prepared for meetings (room, AV, presenters, agenda, materials, etc.).  Serves as point of contact pre-meeting and onsite day of meeting handling all logistics.  Coordinate/collaborate with Meetings and Travel as needed.
• Manages long and short term calendars for the VP or Strategic Director scheduling meetings, conferences, and teleconferences and coordinating schedules with meeting participants.
• Oversees email and mail management, thank you messages, follow up letters, etc. in a prompt and efficient manner.
• Ensures the VP or Strategic Director receives standard reports. Pulls reports as requested by the VP or Strategic Director, reviews reports as needed, and follows up on data quality or content concerns; compiles and summarizes data to meet specific needs.  Manages department specific data (i.e., PTO tracking, volunteer leadership contact, etc.).
• Oversees special projects as assigned; participates in project teams and specific support activities as identified.

Part time support to the Senior Directors/Directors include:

• Department support for expense/invoice processing in ePRF.
• Department support for records management.
• Department support for meeting management to include internal/external meetings that are large and complex.
• Department support of general document preparation & correspondence (thank you notes, letters to candidates), internet research and general reporting.
• Point of contact for issues with e-Time, finance, IT, Shared Services, travel arrangements while traveling.