OHS Admin Support Specialist

Job Details

Job ID:

450 Brookline Ave, Boston, MA 02215

Administration Support/Customer Service

Employment Type:
Full time

Work Location:
Hybrid: 2-3 days onsite/week


The OHS Admin Support Specialist provides superior customer service to all new and existing Dana Farber employees who visit the Human Resources and Occupational Health office. This role is the welcoming ambassador to the department and is responsible for providing administrative and onboarding support to HR, in addition to back up support and appointment scheduling, and medical record system data entry for Occupational Health Services.

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.


General Front Desk HR/Occupational Health Duties:

  • Meet and greet visitors to the Human Resources and Occupational Health Department.
  • Answer multiline phone lines and direct calls to the appropriate HR and Occ Health professional.
  • Answer basic questions about HR and Occupational Health functions and make appropriate referrals to staff via phone, email, or in person.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, and maintaining the cleanliness of office area.
  • May provide administrative support to other HR staff, or HR projects, as required.

Onboarding Duties:

  • In collaboration with the Onboarding/Talent Acquisition Team, confirm completion and review for accuracy the electronic new hire paperwork for incoming new hires.
  • Responsible for follow-up with new hires who have outstanding paperwork.
  • Verify new hire identification to complete the electronic iCORI form.
  • Responsible for sending Text Recruit/Calendar invites to new hires for upcoming Occupational Health Services appointments (OHS) appointment.
  • Verify employee work eligibility by collecting acceptable forms of identification and processing I-9 forms through E-Verify.
  • Assist with new hire paperwork for international hires (i.e. Foreign National Tax questionnaire, Visa paperwork).
  • Responsible for uploading DFCI agreements to ImageSilo for all new hires.
  • Responsible for auditing new hire paperwork, including paper Intellectual Property Agreements and ID’s needed for Background checks.
  • Effectively answer emails in the shared Onboarding Inbox with other members of the Onboarding team.
  • Assist with weekly New Employee Paperwork audit reports.
  • Remote work will consist of uploading DFCI agreements to ImageSilo for all new hires; sending out daily text recruits for upcoming appointments; auditing new hire paperwork, including paper Intellectual Property Agreements and ID’s; other duties as assigned.

Occupational Health Duties:

  • Schedule occupational health appointments, including but not limited to pre-placement follow-ups, medical surveillance, return to work visits and vaccination visits.
  • Provide the necessary paperwork based on appointment type.
  • Collect immunization records during pre-placement appointments and enter them into CORITY medical records system.
  • Order labs and print labels as requested by Clinicians.
  • Update clearance status in Icims and notify General Services when a new hire changes status from Restricted to Full Clearance.
  • Update and distribute New Hire Orientation list to OHS, Onboarding, General Services and TA.
  • Look up new hires starting the following day in MIIS, enter and attach records in Cority.
  • Attach scanned documents in Cority.
  • Check OHS dashboard daily. Email new hires if missing immunization requirements and update Icims accordingly.


  • High School Diploma required.
  • Previous customer service and/or Human Resources experience preferred.
  • Experience working in a medical setting and/or medical terminology preferred.


  • Knowledge of Outlook, Word, and Excel.
  • Strong customer service skills.
  • Ability to draft correspondence and have exemplary verbal and written communication skills.
  • Ability to work in a fast-paced, high-volume environment.
  • Ability to problem solve and work independently.
  • Ability to respond to urgent situations; ability to problem solve and know when an issue needs to be escalated to the appropriate HR staff member.

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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