Administrative Coordinator- Oncology

Join Our Team!

The Oncology Department at St. Jude Children's Research Hospital is seeking an Administrative Coordinator to join our Administrative Operations team. This is an exciting opportunity to work alongside faculty, leadership, and key internal and external stakeholders to support large-scale research symposiums, Oncology-sponsored events, key departmental meetings, strategic initiatives, high-profile recruitment efforts, and departmental onboarding.

As an Administrative Coordinator, you will also support faculty members and play a pivotal role in mentoring junior administrative team members, as well as collaborating with colleagues to ensure the continued success of the Oncology Department.

We are looking for a candidate who is highly organized, detailed oriented and has proven experience in managing large-scale events, including symposiums and medical conferences, and faculty and staff recruitment. The ideal candidate will possess strong project management skills, excellent communication abilities, and a thorough understanding of logistics, budgeting, and compliance requirements. Proficiency with SharePoint, OneNote, Outlook, Teams, Workday, Canva and Cvent is desired.

At St. Jude, you’ll be part of a highly collaborative work culture that inspires you to be your best every day. We offer numerous opportunities for learning and professional growth, allowing you to shape a career path that aligns with your goals. Additionally, you’ll enjoy the benefits of working for a world-class institution, including generous paid time off, work-life balance, and convenient on-campus resources.

Join us and discover why St. Jude is consistently recognized by employees on Glassdoor as a “Best Place to Work.” Make a difference with us.

Apply today!

Job Responsibilities:

• Coordinate all aspects of event planning from start to finish, including venue selection, vendor selection, scheduling, contracting, and budgeting.
• Manage vendor relationships, including caterers, AV providers, decor, and transportation services.
• Collaborate with speakers, sponsors and exhibitors to confirm participation and meet their needs.
• Arrange travel and accommodation logistics for speakers and attendees.
• Coordinate audiovisual and technical support for in-person and virtual sessions.
• Supervise event staff and volunteers during setup, execution, and breakdown.
• Maintain clear communication with cross-functional teams during the event planning process.
• Manage the day-to-day administrative activities as the key point of contact for multiple areas like office supply management, calendar management, email and phone correspondence, tracking and maintaining vendor contract, mail management, event coordination, badging, visitor management, coordination with other teams on matters of financial systems etc.
• Coordinate/ liaison with internal teams as well as external vendors to accomplish goals for own department.
• Create a filing system, develop standard reports, maintain databases and spreadsheets to provide accurate and timely information, while protecting data confidentiality.
• Support a senior faculty member or multiple leaders in managing their communication, general administrative tasks, CVs and bio sketch management and participate in special projects/ activities.
• Contribute to the creation of documents (i.e. presentations/ manuscripts/ grant writing etc.).
• Support the management of compliance issues.
• May mentor junior members of administrative team.
• Provide individual faculty support, as needed, to support departmental operations.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintains regular and predictable attendance.
  
  
  

Minimum Education and/or Training:

• High school diploma/GED required.
• Bachelors degree preferred.
  
  
  

Minimum Experience:

• Minimum Requirement: 6+years experience in administration or related area.
• Experience Exception: Bachelor's degree and 2+ years experience in administration or related area.
• Experience in event coordination and vendor management.
• Experience in managing communication with variety of stakeholders with tact and sensitivity.
• Experience managing documentation, generating reports and doing simple analysis.
• Substantial experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.).
  
  
  

Compensation

In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $26.00 - $45.50 per hour for the role of Administrative Coordinator- Oncology.

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St. Jude is an Equal Opportunity Employer

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St. Jude Children's Research Hospital does not accept unsolicited assistance from search firms for employment opportunities. Please do not call or email. All resumes submitted by search firms to any employee or other representative at St. Jude via email, the internet or in any form and/or method without a valid written search agreement in place and approved by HR will result in no fee being paid in the event the candidate is hired by St. Jude.