Administrative Support Specialist, Medical Oncology

Dana-Farber Cancer Institute (DFCI) seeks a qualified Admin Support Specialist to oversee administrative activities for a multi-investigator, multi-project, highly collaborative National Cancer Institute research grant that connects basic scientists with prostate cancer clinicians. This individual will work with stakeholders across the Dana-Farber/Harvard Cancer Center, specifically with the DF/HCC Prostate SPORE’s Principal Investigators - Dr. Beltran and Dr. Balk.

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.

This is a part-time position. This position’s work location is partial remote. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).  

• Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
• Responsible for scheduling meetings for individuals supported, including conference room scheduling. 
• Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
• Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordinating speakers, arranging for audiovisual equipment, and ordering food services
• This individual may be involved in fundraising activities for the event. 
• Prepares general correspondences, 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). 
• 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.
• Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
• Plays a leadership role in organizing events, including coordinating 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.
• Perform duties related to other special projects as required:
  • Assists with internal funding announcements.
  • Monitors Special Funds related to grant.
  • Works in conjunction with the Lead SPORE Administrator to ensure grant deliverables such as progress reports are met in a timely manner
  • Attends all SPORE symposia and retreats
  • Works directly with leadership to organize and coordinate the External Advisory Board (EAB) meetings, this will include assisting with travel arrangements of both SPORE investigators and members of the EAB
  • Works in conjunction with EAB members to provide pre-meeting materials and assists with the EAB report
  • Meets with leadership and the Research Administration teams monthly to review any organizational issues
  • Works directly with the Patient Advocate to coordinate support and ensure inclusion of advocates in all Prostate SPORE activities

• Bachelor's degree preferred
• Minimum of 5-8 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.

Knowledge, Skills and Abilities required:

• 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 characteristics protected by law.

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