Administrative Support Specialist, Pediatric Palliative Care

Job Details

Share This Job
Job ID:
31392

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 Department of Psychosocial Oncology and Palliative Care (POPC) is composed of five divisions that offer unique services and conduct research with one important goal: To help patients and their families maintain the best quality of life during and after treatment.

The Division of Pediatric Palliative Care (PPC) has over 25 faculty and staff. The Division of Pediatric Palliative Care is comprised of an interprofessional team of physicians, nurses, and social workers that provide state-of-the-art palliative care to seriously ill patients on our inpatient and outpatient services. The Pediatric Advanced Care Team (PACT) is a nationally recognized palliative care service and one of the pioneers of the field, providing comfort and quality of life to the care of children with serious illness and their families.

As an integral part of the care provided for children and adolescents at Dana-Farber Cancer Institute (DFCI), the PACT Team offers a wide range of supportive services to the patient and family in addition to their medical care. The PPC Bereavement Program provides support to family members and loved ones following a patient’s death. Support to families includes mailings, connection to resources, support groups, and events. The PACT Team also works closely with our partners at Boston Children’s Hospital.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Responsibilities

The Division of Pediatric Palliative Care seeks an Administrative Support Specialist 1 to support the division’s administrative needs. Duties include the following:

  • Responsible for high-volume patient appointment scheduling/reconciliation. 
  • Answers phones and directs calls to appropriate parties. 
  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects; perform duties related to other special projects as required.
  • Responsible for scheduling meetings for individuals supported, including conference room scheduling; may also be responsible for coordinating departmental, divisional, or group meetings.
  • Provide administrative support, calendar management, and other duties as assigned to multiple providers. 
  • 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.
  • Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
  • May assist with the onboarding and training of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
  • Responsible for ordering of supplies and ensuring that equipment is maintained for the providers.
  • Answers phones and directs calls to appropriate parties.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the cleanliness of office area. 
  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
  • Expected to cover for other administrative support staff during absences.
  • Responsible for the planning and preparation of conferences/retreats, including booking the venue, coordinating speakers, arranging for audiovisual equipment and ordering of food services; 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.
  • 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.
  • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices. May be responsible for compiling budgeting information and providing account reporting/analysis for the department.
  • 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 office moves, meetings assignments, and equipment upkeep.
  • Perform duties related to other special projects as required.
  • 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 asked to be a representative in committees, cross-department responsibilities and/or task forces.
  • Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
  • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
  • May serve in a donor relations/stewardship capacity.
  • All other duties as assigned.

Qualifications

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.

  • Bachelor's degree required and/or a minimum of 3-5 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.

Apply
Follow Dana-Farber on Social Media