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Administrative Specialist

2 months ago

Brookline, United States Dana-Farber Cancer Institute Full time

This position is a full-time and partially remote . The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).

Under supervision from the Manager, Business Administration, Nursing and Patient Care Services (NPCS), the Administrative Specialist I provides administrative support to staff, faculty member(s), or department(s) in their clinical, academic, research and leadership roles in support of the Dana Farber Cancer Institute’s mission. The Administrative Specialist I uses various office software to produce reports, spreadsheets, presentations, or other documents as needed. The Administrative Specialist I may be required to interface with senior management, cross-organizations, internal and external customers. For all of these, the work still required the application of well-established techniques, procedures, or standards. The successful candidate will be responsible for managing timekeeping and scheduling using UKG software. This role is crucial in ensuring accurate time records, efficient scheduling, and timely adjustments to meet the operational needs of the organization.

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.

Under close supervision, will perform the following:

  • Provide administrative support for the department, clinicians, and/or faculty.

  • Perform administrative duties that may include, but not limited to, answering phones, maintaining office supplies, incoming and outgoing mail management, managing resource calendars, and submitting work orders for maintenance issues.

  • Manage meeting planning and schedules for individuals and teams within assigned department group.

  • May liaise between patient and clinical staff to provide scheduling support.

  • Draft communications for members of the department or individuals that the position is supporting for review.

  • May be responsible for data entry.

  • Provide email and phone communication with internal and external teams or collaborators.

  • May serve as onsite representative for external groups, visitors, or collaborators.

  • Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing.

  • Financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation or general office supply ordering.

  • Coordinate travel arrangements as required/needed by department staff.

  • Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.

  • Other duties as assigned.

  • High school diploma required. Bachelor’s degree preferred.

  • 1 year of relevant experience.

  • License/Certification/Registration: N/A

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Good written and oral communication skills.

  • Basic knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, and Adobe.

  • Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.

  • Must possess the ability to identify and work to resolve problems, maintain confidentiality, and pay attention to detail.

  • Ability to organize, multi-task, prioritize, and follow-through.

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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