Administrative Specialist

2 weeks ago

Boston, United States Dana-Farber Cancer Institute Full time

Overview

This position is 100% on-site.

The Dana-Farber Cancer Institute seeks an Administrative Specialist II to provide varying degrees of executive administrative support to the Center Co-Directors, Scientific Director, and to a limited extent, Center Group Leaders in the newly established Center for Therapeutic Discovery (CTD). Tasks include typing, digital file management, scheduling meetings, arranging travel, acting as liaison with other Institute executives, developing policies and procedures, and independently completing projects as assigned. This is a unique opportunity to be involved in high-impact drug discovery in the newly developed center at Dana-Farber Cancer Institute.

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

Under moderate supervision:

* Understand and support the mission and objectives of the Center for Therapeutic Discovery (CTD), anticipating necessary communications and announcements.
* Provide knowledgeable and skilled general administrative support, preparing documents and correspondence that may be highly confidential or politically sensitive in nature. Other support includes word processing, maintaining files, ordering supplies, photocopying, submitting reimbursements, and overseeing CTD Purchasing card(s) online reconciliations, statements, and receipt submission to Accounts Payable.
* Provide advanced communications support. Manage telephone, written and electronic correspondence, screen communications, and determine appropriate action in response to inquiries.
* Support, in close collaboration with the scientific staff, the preparation and proofing of written communication (reports, PowerPoint slide decks) that serve the scientific decision making between the Center for Therapeutic Discovery.
* Lead, organize and maintain back-office processes, e.g. meeting preparation, scheduling, and coordination, and with supervision from the Center's Scientific Director, serve as a liaison to other DFCI administrative functions.
* Provide complex calendar management and anticipate conflicts before they arise.
* Book and manage business related travel
* Understand and maintain appropriate confidentiality of information within CTD, DFCI, and shared external parties.
* Provide input and support to continuous improvement opportunities related to central office processes and procedures.
* Assist with the recruitment, orientation, onboarding/off-boarding and annual reviews of CTD personnel, scheduling interviews, reviews, and trainings so that they occur in a timely manner.

Qualifications

* Bachelor's degree or equivalent experience/training required, plus 3 years of experience working in an executive level office environment, including at least 2 years providing administrative support of a project or program. Experience working in biotech/scientific research setting or comparable business environment is preferred.
* License/Certification/Registration: N/A

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

* Excellent written and verbal communication skills required.
* Ability to organize meetings and execute complex scheduling required.
* Experience interfacing with financial and HR systems is desired.
* Demonstrated ability to initiate and/or draft reports, correspondence, and other administrative documents as needed. Intermediate to advanced experience with Zoom, Outlook, Word, PowerPoint, and Excel.
* Demonstrated competency with budgeting and office systems and standard computer programs; ability to teach others as needed.
* Strong attention to detail.
* Ability to handle multiple projects simultaneously.
* Excellent organizational and prioritization skills.
* Ability to work independently and collaboratively in a fast-paced and dynamic environment with a wide range of people and diverse cultures.

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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