Senior Development Assistant, Development Communications

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

GENERAL SUMMARY:

The Senior Development Assistant provides administrative support for the Assistant VP of Development Communications.

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. 

Responsible for assisting the entire Division with reaching financial goals.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Support Assistant VP by managing all administrative functions including calendar management, meeting & conference room scheduling, agendas, meeting minutes, vendor and donor correspondence, fax distribution, phone coverage, filing, etc. Help to prioritize meetings, schedules, projects.
• Producing administrative reports using Word, Excel and PPT and other tools.
• Assisting Development Communications team members with projects as time allows.
• Maintaining team calendar
• Creating and maintaining team organizational and information management systems
• Weekly distribution of Jimmy Fund marketing collateral at the Institute and satellites as needed
• Managing “pubs closet” and overall publications inventory
• Developing a working knowledge of resource software, including Clearview, PeopleSoft, and Quick Base project management software
• Producing regular reports from the Quick Base tool to analyze work flow and efficiency.
• Coordinating all MasterCard reconciliations and purchase order (PO) requisitions, as well as maintaining a working knowledge of team budget and upcoming expenses
• Purchasing all team-related resources and office supplies
• Sending administrative reminders to Development Communications team
• Coordinating Development Communications team meetings and yearly planning meeting
• Coordinating awards submissions and conference attendance
• Coordinating staff birthday cards
• Registering staff for conferences and membership in professional organizations and coordinating travel logistics and expenses
• Working with vendors to ensure timely delivery of services
• Writing and project management assignments including but not limited to Impact calendar section, photo stories, and e-mail blasts
• Conducting basic research to support department writing projects and new marketing initiatives
• Assisting with research of pro bono advertising opportunities, as needed
• Serving as a key liaison with Human Resources for open Development Communications positions, including coordination of interviews with candidates
• Organizing and archiving project files
• Other duties as necessary 

SUPERVISORY RESPONSIBILITIES:

• Reports to AVP, Development Communications. Independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and handling confidential information.

MINIMUM JOB QUALIFICATIONS:

Associate degree and/or administrative training degree required, Bachelor’s degree preferred. 1-2 years of high-level administrative experience preferred, as is knowledge of marketing communications.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Superior organizational skills and ability to manage a variety of projects are key. Directed, self-starting, and positive attitude are essential, with the ability to work independently as well as part of a team with a variety of personalities. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary.

PATIENT CONTACT:

No.

WORKING CONDITIONS:

Workstation located in typical office setting. Some overtime may be required.

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.