Senior Administrative Director, Office of the Senior Vice President

Job Details

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Job ID:
30464

Location:
10 Brookline Place West, Brookline, MA 02445

Category:
Development/Fundraising

Employment Type:
Full time

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

Overview

This position is considered partial onsite, 2-3 days in the office at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside in the Institute supported states of Massachusetts, New Hampshire, or Rhode Island.

 

GENERAL SUMMARY: 

The Senior Administrative Director, Office of the Senior Vice President is responsible for leading the coordination of activities, operations, and planning to ensure the timely flow of information between the Office of the Senior Vice President, Division of Philanthropy and the Office of the President at Dana-Farber Cancer Institute, as well as serving as a liason for the Board of Trustees. The position handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced environment. The Senior Administrative Director is required to independently manage multiple projects and tasks with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize, evolve, and maintain administrative processes.  This position will also serve as the primary administrative liason between Philanthropy and all other Executive Offices within the Institute. Through the effective management of information and engagement of the President and CEO and other executives, is responsible for assisting the entire Division with reaching financial goals.

The incumbent will embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute.  Foster an ethical, positive, results-oriented culture founded on open communication. 

Dana-Farber is pursuing an ambitious, multi-year fundraising effort to change the future of cancer research and care: The Dana-Farber Campaign. This $2 billion campaign is the largest in the Institute’s history and one of the largest ever in the U.S. focused solely on cancer. Philanthropy raised through The Dana-Farber Campaign will accelerate the Institute’s strategic priorities by supporting revolutionary science, extraordinary care, exceptional expertise, and essential opportunities—helping us prevent, treat, and Defy Cancer.

 

APPLICATION REQUIREMENTS: 

Letter of interest and resume required with on-line application. Further assessments may be required.

Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

General

  • Serve as the primary administrative lead, liaison, and contact between the Office of the Senior Vice President in the Division of Philanthropy and the Office of President;
  • Partner and collaborate with the President of Dana-Farber’s Administrative Chief of Staff on managing the Presidential calendar appointments, travel, and briefings related to Philanthropy and provide support as needed to the Office of the President;
  • Provide proactive fundraising support to the Senior Vice President (SVP) and President by maintaining organization of portfolios, proposals, communicating with staff in the Division, and overseeing tracking and updates in ClearView, Event Management System, and Luminate;
  • Reviews, edits and oversees timely delivery of briefings and related materials, as well as Philanthropy correspondence for the President’s Office;
  • Facilitate and follow up on Philanthropy requests for Presidential meetings with donors/Trustees;
  • Manage specifics projects and tracking for the Board of Trustees at DFCI;
  • Prepare and at times, lead, Philanthropy meetings related to the philanthropy activities of the President: collaborate with SVP in preparing agendas, distributes action items, follows up on action items, conducts meetings as needed;
  • Organize special events and functions for the President and SVP;
  • Manage and lead Philanthropy meetings travel-related calendar and related events and preparation for the SVP on behalf of the President;
  • Assist in design and production of written materials such as agendas, meeting materials, charts, proposals, and PowerPoint presentations as related to the President and the SVP;
  • Responsbile for tracking VIP and donor patient referrals in ClearView, partnering with the Office of the President and the Division’s Prospect Research team to determine potential VIPs for the President’s involvement and grateful patients;
  • Partner with the Principal & Major Gifts, Foundations Relations, and Corporate Partnerships teams to set regular prospect strategy meetings for the President and convene and lead meetings as needed;
  • Strategize with Information Services team to assess and refine reports needed to conistently monitor and report progress on Division-wide engagement of potential donors and friends of Dana-Farber through ClearView and Jaspersoft for all SVP and Presidential activity;
  • Collaborate with the Campaign Office on initiatives related to The Dana-Farber Campaign requiring the President’s involvement;
  • Oversee the utilization of the donor database for logging and tracking Presidential and SVP donor involvement;
  • Develop Division-wide policies, procedures and reporting templates to track and measure progress of President’s engagement with the Division of Philanthropy;
  • Serve as project manager for projects that arise as needed;
  • Maintain confidentiality of the office;
  • Other high-level projects as assigned by the SVP an President.

SUPERVISORY RESPONSIBILITIES:

Reports to the Senior Vice President and Chief Philanthropy Officer leading the Division of Philanthropy. Manages an Assistant Director and Executive Assistant within the Office of the Senior Vice President. Independent decision-making must be used in making meeting arrangements and supporting organizational systems.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree required and 8-10 years of experience, including past work creating and implementing project plans, working at the leadership level, and with volunteers. A high degree of confidentiality must always be exercised.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Significant computer skills including but not limited to all Microsoft Office Suite products, including mastery of Excel and PowerPoint, Microsoft Teams, Microsift Outlook, skill at using internet sites and resources to retrieve and provide various information. Must be able to handle all situations and documentation in a highly confidential and professional manner. Must have the ability to exercise good judgment and be comfortable and confident working with senior Institute and Philanthropy leaders. Excellent written and verbal communications skills, strong orientation to customer service and donor relations, superior organizational and project management skills, ability to manage a multitude of projects and deadlines, and a directed and self-starting attitude are all required.

This position will be expected to communicate with donors and a variety of constituents, vendors, and other individuals and representatives. Flexibility, no day is the same, nature of the work requires adaptability and constant change.

PATIENT CONTACT:

No.

 

WORKING CONDITIONS:

Partial remote work flexibility (two to three days a week in the office each week). Evening work (attendance at events, meetings) may be required.

DIVISION OF PHILANTHROPY INCLUSION, DIVERSITY, & EQUITY COMMITMENT STATEMENT:

We’re stronger together.

In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity and diversity of every individual within our community. Our collective voices – donors, volunteers, staff, and patients alike – allow us to work together towards a world without cancer. Committed to being a place of inclusivity, belonging, and change, these are our core values. 

DFCI DISCLAIMER:
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities.  This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

 

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

 

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks’ vacation time in addition to 10 paid holidays, a flexible work environment, and work/life balance. We also provide an array of professional development opportunities.*

*All benefits subject to Institute changes

 

We’re hiring! Learn more about working in the Division of Philanthropy and view all open positions.

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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