Administrative Support Specialist

1 month ago

Boston, United States Dana-Farber Cancer Institute Full time

** Administrative Support Specialist**

** Job Details**

Job ID:27638

Location:450 Brookline Ave, Boston, MA 02215

Category:Administration Support/Customer Service

Employment Type:Full time

Work Location:Onsite:Up to 1 day remote/wk 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.

The Reinherz Lab at Dana Farber Cancer Institute and Harvard Medical School is seeking a highly motivated candidate to fill a full-time position that includes a variety of administrative functions for Research Faculty members and laboratory of junior fellows, technicians and students. Requires knowledge of various office software to produce reports, spreadsheets, presentations or other documents as needed. Requires knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials, which require considerable tact and diplomacy.

**Overview**

**Requirements**

With direct supervision, provides general administrative support as follows:

* Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.

* Assists lab investigators with grant proposal preparation and referencing (Endnote).

* Responsible for scheduling meetings for individuals supported, including conference room scheduling, Zoom meetings and occasionally organizing catering.

* Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.

* Assists with the on-boarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats, notebooks, identification, and training.

* Responsible for ordering of supplies and ensures equipment is maintained.

* Answers phones and directs calls to appropriate parties.

* Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting and assisting visitors and maintaining the cleanliness of office area.

* May be asked to cover for other administrative support staff during absences.

* Perform duties related to other special projects as required.

* Prepares general correspondence, letters of recommendations, creates spreadsheets, revises existing PowerPoint presentations and maintains bio-sketches and CVs. Maintains shared Google docs/sheets, forms, and calendars.

* May be responsible for the recruitment support of candidates and coordinating performance review evaluations for staff and faculty.

* Prepares monthly expense reports, performs financial reconciliations, interacts with sales representatives, and processes requests for vendor payments and creates invoices.

* May be responsible for website maintenance as needed.

* May coordinate moves, meetings assignments, and timekeeping oversight.

* May assist in the training of new administrative support staff within the group.

* Coordinate and correspond with all lab members for lab-wide activities.

**Qualifications**

Bachelors degree required. Relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred. Demonstrated ability to draft correspondence and have exemplary oral and written communication skills. A certain degree of creativity and latitude is required and relies on experience and judgment to plan and accomplish goals.

**Job Schedule:** Monday-Friday, 9am-5pm

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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