Admin Support Specialist

Job Details

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Job ID:
29407

Location:
450 Brookline Ave, Boston, MA 02215

Category:
Administration Support/Customer Service

Employment Type:
Full time

Work Location:
PTL Remote: 2-3 days remote/wk

Overview

The Pediatric Psychosocial Oncology Division consists of Social Work, psychology, psychiatry, and offers comprehensive, individualized assessment and treatment for patients and families through all phases of the cancer experience. The Pediatric Psychosocial Division works closely with the child's medical teams, as well as with other staff members involved in caring for the child and family. As an integral part of the care provided for children and adolescents at DFCI, psychologists, social workers, and resource specialists offer a wide range of supportive services to the patient and family. 

These positions provide a variety of administrative functions to staff, faculty member/s or department/s.  Uses various office software to produce reports, spreadsheets, presentations or other documents as needed.  Requires knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.   

This position offers a hybrid schedule.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Responsibilities

Administrative Support Specialist I:

Under limited supervision, in addition to those responsibilities listed under the Associate role, also provides specialized administrative support as follows - including the coordination of hiring requisitions and associated paperwork, and visa applications.

  • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event.  As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required.  May also be responsible for coordinating departmental group meetings.
  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
  • Assists with grant applications and manuscript preparation (including proofreading and editing). 
  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications. 
  • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
  • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates  invoices.
  • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
  • May be responsible for website maintenance as needed.
  • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
  • May assist in the training of new administrative support staff within the group.

Administrative Support Specialist II:

This role performs the same types of responsibilities as the Administrative Support Specialist I, but has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities.  They may also be responsible for the indirect supervision of other support staff members, providing work direction to interns and mentors junior staff.

  • Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
  • Plays a leadership role in organizing events, including coordination of activities between institutions.
  • Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
  • May be responsible for compiling budgeting information and providing account reporting/analysis for the department.
  • May develop/design websites pertaining to their specific area.
  • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
  • May serve in a donor relations/stewardship capacity.

Qualifications

  • Bachelor's degree required and/or a minimum of 5-8 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving.
  • Demonstrated ability to coordinate complex projects and other assignments.
  • Excellent written and oral communication skills.
  • Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel. 
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Must posses the ability to maintain confidentiality and pay attention to detail.
  • Excellent ability to organize, prioritize and follow-through. 

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong.  As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff.  Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

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