• Administrative Support Specialist II - Clinical Planning and Network Operations

    Location US-MA-Brookline
    Job Posted Date 2 weeks ago(4/5/2018 8:27 PM)
    Job ID
    2018-10394
    Category
    Administration Support/Customer Service
    Type
    full time
    Grade
    19
  • Overview

    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.

     


    These positions provide a variety of administrative functions to staff, faculty member/s or department/s. Uses 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.

    Responsibilities

    This position provides a variety of administrative functions to the 3 Directors and 1 Senior Director in the Clinical Planning and Network Operations (CPNO) department. Responsibilities include calendar management, coordinating logistics for visits/events, and preparing monthly expense reporting. The Administrative Support Specialist II communicates with assistants for senior management within Dana-Farber, other Longwood Medical Area organizations, and healthcare systems across the country. In addition, the Administrative Support Specialist II will use various software applications to produce reports, spreadsheets, presentations, or other documents as needed.

     

     

    This position has a high degree of independent functionality, takes a proactive approach to managing workflow, and may also have project work responsibilities. In a team environment, provides specialized administrative support as follows:

    • Manages calendars for the Senior Director and 3 Directors within the CPNO department
    • Works closely with CPNO staff to schedule internal CPNO team meetings, on-site/off-site visits, CME events, dinner meetings etc., often including coordination of activities between institutions
    • Assists CPNO staff in coordination of meetings that involve complex calendars and/or complicated logistics
    • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordinating speakers and materials, arranging for audiovisual equipment and supplies, and ordering of food services
    • Prepares monthly expense reports, performs P-card reconciliations, processes requests for vendor payments and creates invoices
    • Prepares general correspondence, agendas, creates Excel spreadsheets, revises existing PowerPoint presentations, prints materials needed for meetings, and records meeting notes as requested
    • Coordinates moves, equipment upkeep, office supply ordering, and timekeeping oversight
    • Curates commonly-used slides and other shared documents on the department shared folder area
    • Provides recruitment and onboarding support for candidates (e.g. schedule interviews, distribute resumes, summarize feedback)
    • May be responsible for compiling budgeting information and providing account reporting/analysis for the department
    • May be asked to be a representative in committees, cross-department responsibilities and/or task forces
    • Works with Purchasing to ensure all contracts are uploaded into Ariba/GHX and to track expiration dates
    • In collaboration with the CPNO team, will be responsible for website maintenance and shared drive organization as needed
    • Understands the Institute’s policies and procedures and teaches others through the modeling of their behavior

    Qualifications

    • Bachelor's degree required and/or a minimum of 5-8 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
    • Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving.
    • Demonstrated ability to coordinate complex projects and other assignments.
    • Excellent written and oral communication skills.
    • Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel. 
    • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
    • Must posses the ability to maintain confidentiality and pay attention to detail.
    • Excellent ability to organize, prioritize and follow-through. 


    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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