About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research.? City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation?s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary

City of Hope?s mission is to ?turn hope into reality.?? Focused on eliminating cancer, diabetes and other life-threatening illnesses, City of Hope has established itself as a world-class leader in transforming the future of health. Raising the philanthropic resources to fuel its leading-edge research, its exquisite and compassionate clinical care, and its advancement of biomedical education and training, is a vital component of the City of Hope model of success.? Each member of the Office of Philanthropy is a stakeholder in this work, with personal accountability for his/her role in building a successful future of delivering new cures, treatments and education.

To this end, we invest in our staff through the Team Activation Program (TAP) initiative. This initiative increases the effectiveness of our team through focused transparency & accountability, building trust within teams; training & development; celebrating innovation & risk taking; enhancing team communications and removing roadblocks to maximize activation. The TAP initiative ensures that the Office of Philanthropy is poised to move quickly, effectively and efficiently to maximize opportunities on behalf of City of Hope.

The Office of Philanthropy?s vision is to support this life-saving work by being known institutionally and nationally as a model of excellence among elite fundraising programs. Recent recruitments of nationally and internationally renowned faculty offer advancement leaders new opportunity for partnership among philanthropy, research and patient care.

Reporting to the VP, Philanthropy, in an office of approximately 150 staff and associated partners, position is responsible for implementing programs, services, and activities to support a highly effective, productive and engaged team culture.? Position supports and models the behavioral expectations of the CPO, the Senior Steering Leadership Team and the Philanthropy Leadership Team of collaboration, communications, team work, individual performance and accountability, and an environment of shared success through various programs as assigned.? Key activities include:? Position serves on the Administrative Operations Work Group to provide skills support and training department wide, and to participate in work group projects to increase efficiencies.? Position also serves in various levels of responsibility for creating opportunities for relationship-building between individuals, functions and teams.? Position supports special projects and provides staff support to events/meetings as needed such as Town Halls, Values in Action recognition events, etc., as well as conducting episodic and annual survey tools for monitoring progress in various engagement activities.? This role requires a high level of demonstrated commitment to City of Hope?s mission, the vision of the Office of Philanthropy, personal ownership and accountability toward individual and team success, a customer-service orientation, positive and supportive attitude, and professionalism.? A key metric for the position?s success is the Office of Philanthropy?s overall engagement scores.?? Managing multiple project deadlines, reprioritizing as needed, and monitoring effectiveness of processes is expected.? Able to understand multiple viewpoints, solicit and provide feedback and adjust programs to fit myriad needs is critical.? Personal commitment and demonstrated professional abilities to support the vision of ?Holding to the highest standards of professional performance and conduct, our committed staff will function as a highly collaborative, efficient and creative team,? is expectation.

Essential Functions

  • Receives primary work assignments from Vice President, with the understanding that additional project assignments may also come from Senior Vice President.? This is anticipated to be a split between key work function for VP and other projects as assigned by SVP. In collaboration with the SVP and VP, identifies projects that impact the organization?s success and develops strategies to achieve objectives.

  • Leads special projects on behalf of the SVP and VP.? Defines objective, scope, key steps and timing/timelines. Plans, designs, develop, coordinates, schedules and organize people/resources to meet project objectives. Prepares status reports on project plans, progress and results of activities. Researches, gathers, organize and summarize data for special projects.? Develops, evaluates, recommends and implements procedures for data acquisition, management and quality control.? Analyzes data for trends or conclusions and presents results and recommendations.

  • Oversees the planning and organizing of team meetings, including oversight of the creation of agendas and preparation and distribution of minutes.? Compiles data, statistics and other information and material for meetings, presentations, etc. Develops annual calendar with a schedule of weekly, monthly, quarterly, and annual meetings. Develops meeting agendas by soliciting input from team members and clarifying the purpose (information, discussion, decision, etc.) and process for each agenda item. Captures key discussion points, decisions, and action items.? Assures appropriate follow-up actions are taken after each meeting.? Tracks ongoing agenda items and integrates them into meeting schedules, as appropriate. Ensures that reports and recommendations are submitted in a timely manner.

  • Serves as liaison between SVP and VP for key executives on campus, members of the Philanthropy staff and key donors and volunteers.

  • Coordinates and assembles confidential documentation.? Ensures completeness and accuracy of the documentation.? Maintains confidential files. Coordinates and monitors distribution of confidential materials. Independently prepares and distributes minutes of meetings. Initiates prompt follow-up on items discussed in meetings. Schedules and maintains calendar of appointments, meetings and travel itineraries. Coordinates related arrangements. Assists the SVP and VP in maintaining and keeping scheduled appointments, meetings, etc. Independently prepares and distributes minutes of meetings. Initiates prompt follow-up on items discussed in meetings. Schedules and maintains calendar of appointments, meetings and travel itineraries. Coordinates related arrangements.

  • Internal Contacts: Philanthropy management staff, Executive Team, Faculty, COH Staff.

  • External Contacts: COH Boards, donors, volunteers.

Position Qualifications

  • Bachelor?s degree in a related field.? Experience may substitute for minimum education requirements.

  • 5 + years of experience in administrative support at an Executive level.? Possesses high level of organizational, administrative and professional skills.

  • 3 - 5 years of program and project management experience within an academic medical center and/or fundraising setting.

  • Requires experience in a medical center.

  • Experienced at working closely with all levels of staff and leadership.

  • Proficiency with MS Office Suite and presentation programs.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.


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