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The Medical Physics Division at UPMC Hillman Cancer Center is seeking an exceptional Administrative Coordinator to support the Division Director and the Senior Director of Operations in a dynamic, mission-driven environment dedicated to the care of cancer patients. Our division brings together outstanding medical physicists from diverse backgrounds across the world, united by a shared commitment to delivering safe, precise, and compassionate cancer treatment. This role offers a unique opportunity to work closely with senior leadership, engage with a nationally and internationally visible program, and contribute meaningfully to the operations of one of the leading cancer centers in the country. The ideal candidate will be motivated by purpose, thrive in a collaborative and intellectually rich setting, and take pride in supporting work that directly impacts the lives of patients and their families.

This position works a Monday through Friday daylight schedule with 1 day a week work-from-home flexibility once training is completed.

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Ready to make an impact? Apply today and join a team that's shaping the future of cancer care while supporting groundbreaking work in medical physics. Your contribution matters-start your journey with UPMC Hillman Cancer Center now!

Responsibilities:

+ Under general direction, provides varied administrative support to a department or group of professionals.

+ Plans conferences for department and department head

+ Under general direction coordinates the workflow of employee(s) and provides administrative support of a complex and technical nature to single or multiple department or division (i.e., organizes, plans, and prioritizes work of others, develops and builds teams to accomplish project assignments)

+ Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and will draft more material based on initial ideas)

+ Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.

+ Assists in recruiting, hiring, training, and evaluating the performance of employees

+ Analyzes complex information requests and determines complex trends

+ Develops reports for executive or department

+ Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events)

+ Maintains supervisor's calendar (i.e., proactively schedules meetings on supervisor's behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).- Maintains various accounting and budgetary records (i.e., completes expense reports).- May make travel arrangements.

+ Executes all administrative functions for Director of Medical Physics as delegated by the Director, including coordinating all components of travel and managing reimbursement submissions for both UPMC and Pitt travel

+ Manages all administrative responsibilities for the SABR training course, currently held three times annually.

+ Processes Kronos entries for radiation oncology administrative leaders and direct reports.

+ Monitors and maintains the out-of-office and coverage calendars for the physics division, ensuring all time-off entries are accurate and cross-checked against the regional monthly PTO list.

+ Configures IMS accounts for newly hired physics and dosimetry staff and contract employees.

+ Supports recruitment efforts by preparing itineraries and coordinating travel and expenses.

+ Reviews expense submissions for the physics division and maintains an up-to-date chart tracking their CME.

+ Maintains distribution and tracking lists for physicists, dosimetrists, and the radiation oncology administrative team.

+ Provide backup support to the radiation oncology administrative team to schedule hospital and joint venture board meetings.

+ *Performs in accordance with system-wide competencies/behaviors.

+ *Performs other duties as assigned.

+ High school diploma or equivalent or associates degree.

+ 5 years experience in an increasingly responsible administrative support role required.

+ Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software.

+ Ability to use applicable MS Suite products.

+ Advanced knowledge of business processes and procedures.

+ Working knowledge of accounting and financial principles and functions.

+ Ability to analyze data.

+ Ability to use discretion and independent judgmentLicensure, Certifications, and Clearances:

+ Act 34UPMC is an Equal Opportunity Employer/Disability/Veteran