• Administrative Specialist, Patient Care Services

    Location US-MA-Boston
    Job Posted Date 1 week ago(7/6/2018 1:11 PM)
    Job ID
    2018-11760
    Category
    Administration Support/Customer Service
    Type
    full time
    Grade
    14
  • 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.


    The position is ideal for a skilled, energetic, professional individual who is interested in utilizing their administrative and problem-solving skills to meet the needs of a multi-faceted and fast-paced division. The Administrative Specialist performs highly skilled, administrative support to Patient Care Services.  The Administrative Specialist triages calls from patients and family members in need of social work and/or resource support and is responsible for processing all requests for parking assistance. Provides coverage when needed for Dana-Farber’s Patient and Family Assistance Program. Plans and schedules meetings, maintains schedules and appointments for the Senior Director and other staff, prepares reports, files and distributes documents, coordinates the division’s computer, telecommunications, and system needs, and shares responsibility for the successful day-to-day operations of the PFPS Division. Responsible for efficient and professional correspondence, communication, and collaboration with internal and external stakeholders, including patients and families.

     

    Responsibilities

     

    • Answers phones and directs calls to appropriate parties. Provides great patient- and family-centered, culturally sensitive customer service and assists with questions whenever possible. Responds promptly to calls and brings to the Manager's attention any sensitive issues
    • Schedules meetings for individuals supported, including conference room scheduling. May assist with the on boarding of new staff members. Where applicable, assists in obtaining keys, obtain access to shared systems etc. 
    • General office functions
    • Light typing, basic document preparation, data entry, and handles mass mailing projects
    • General office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area
    • Orders supplies, checking that items are stocked appropriately, and ensures equipment is maintained including copier and other office equipment
    • Responsible for opening the mail, date stamping incoming mail and distributing accordingly. This includes but not limited to expense reports, P-Card statements, Request for Vendor Payment forms, etc. 
    • May be asked to cover for other administrative support staff during absences
    • Performs duties related to other special projects as required
    • Maintains an organized filing system
    • Reconciles P-card statement and other A/P documents
    • Completes payroll functions
    • Takes minutes at meetings as needed



     

     

    Qualifications

    • Bachelors degree preferred. Prior administrative experience required. Relevant experience working in a medical setting or comparable environment preferred. 
    • Knowledge and proficiency in data management and computer applications including Microsoft Word, Excel, Outlook and the Internet 
    • Excellent written and oral communication skills
    • Strong customer service skills and the ability to interact professionally and communicate effectively with peers, leadership, patients and families, stakeholders, and external contacts
    • Ability to maintain confidentiality
    • Strong attention to detail
    • Excellent ability to take initiative, organize, prioritize, problem-solve, and follow-through
    • Ability to exercise independent judgment 

    If interested in this position, please include your resume and cover letter detailing your experience, qualifications, and skills for this position. Please note that applications submitted without a cover letter will not be considered.

     


    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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