Senior Associate, Philanthropy Information Services (IS)

Job Details

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Job ID:
30673

Location:
10 Brookline Place West, Brookline, MA 02445

Category:
Operations

Employment Type:
Full time

Work Location:
Full Remote: 4-5 days remote/wk

Overview

This position is considered remote, up to 1 day in the office at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside in Massachusetts, New Hampshire, or Rhode Island.

 

GENERAL SUMMARY: 

The Senior Associate coordinates a broad range of administrative and organizational operations and provides administrative support for the Associate Vice President, Information Services (IS). Additionally, the Senior Associate provides select administrative support to Philanthropy IS management and team. Serving as a primary point of contact for IS, this position will interact effectively with staff across the Division of 280+, faculty, and other external constituents, while maintaining a high level of organization and professionalism.


The Senior Associate will assist the Associate Vice President and assume primary responsibility for select projects and initiatives as directed. Responsible for collaborating interactively across multiple departments to determine the specific requirements and resources needed to achieve these objectives. This position will directly manage the day-to-day oversight of multiple administrative initiatives stemming from the Associate Vice President’s office and will be responsible for identifying next steps, potential issues and all necessary follow up once these initiatives have been met. Responsible for supporting the entire Division with reaching financial goals.

 

Embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; Discovery; Inclusion & Diversity 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:

Resume and cover letter required with application submission.

Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

Associate Vice President:

  • Manage Associate Vice President’s calendar, including appointments with staff, consultants, and vendors.
  • Gain understanding of current Philanthropy IS projects and provide administrative support to project teams as needed and assigned by Associate Vice President.
  • Execute a variety of projects and ad hoc administrative duties as assigned, e.g. prepare materials, reports, etc., prepare in-person and/or virtual workspaces.
  • Draft, edit and manage assigned IS communication/tips for distribution to the Division.
  • Operations:
  • Manage tracking system and purchasing for Division software licenses.
  • Manage the mobile equipment inventory, tracking process, and purchasing; monitor policy/procedure compliance, communicate same to staff.
  • Provide operational support to IS SharePoint and management systems.
  • Budget Management:
  • Maintain tracking system for all departmental expenses.
  • Process expense reports and purchasing card reconciliation for the department.
  • Manage vendor/consultant contracts, create requisitions, and coordinate vendor invoice payments.

 

Assistant Vice Presidents (2):

  • Assist with scheduling requests, e.g. meetings, vendors, and job recruitment activities.
  • Assist with the intake, routing and tracking of projects using IS systems and procedures
  • Facilitate training sessions and materials for new and existing Philanthropy employees.
  • Other projects/tasks approved by Associate Vice President.

 

Office management/IS staff support:

  • Assist IS staff with meeting scheduling as directed by senior IS staff.
  • Key contact for IS staff for maintenance/space requests, supply orders, petty cash reimbursements.
  • Assistance with conference/training registrations, and travel arrangements.

Philanthropy Staff/Division-wide Support:

  • Manage the technology request forms and return process (Dynamic Work)
  • Host Technology Set Up meetings with new Philanthropy Staff (Dynamic Work)
  • Manage day-to-day needs including updates and file review/archive process for Philanthropy SharePoint Site (Hub) in partnership with IS colleagues and Administration
  • Field questions/triage requests and redirect to appropriate team/resource.

SUPERVISORY RESPONSIBILITIES:

Reports to the Associate Vice President of Philanthropy Information Services (IS.) This position will seek major decision-making authority from direct supervisor. However, independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and confidential information. This individual will be a resource for other administrative staff.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree required. 2-3 years of administrative experience.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Ability to organize and manage multiple, competing priorities and demonstrated capability to develop productive relationships across diverse constituencies and multiple levels of an organization.

 

Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Superior organizational skills and ability to manage a variety of projects are key. Directed and self-starting attitude with the ability to work independently as well as part of a team. Candidate must be resourceful, have strong computer skills, comfort with learning new technologies and competency in Microsoft Office Suite products, specifically Excel and PowerPoint. A high degree of confidentiality must always be exercised.

This position will evaluate current programs and create and execute approved plans to expand and diversify the donors and participants for the events assigned in order to broaden our donor base and create even more inclusive events. Experience with diverse donors is a plus.

 

PATIENT CONTACT:

No.

 

 WORKING CONDITIONS:

This position is considered remote, up to 1 day in the office at 10 Brookline Place, Brookline, MA each week.

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 joining our dynamic team and view 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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