• Senior Administrative Coordinator, Development IS

    Location US-MA-Brookline
    Job Posted Date 3 weeks ago(10/22/2018 9:15 AM)
    Job ID
    2019-12903
    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.

    Responsibilities

    GENERAL SUMMARY:

    Reporting to the Associate Vice President of Development IS, the Senior Associate coordinates a broad range of administrative and organizational operations and provides administrative support for the Associate Vice President. Additionally, the Senior Associate provides select administrative support to the Development IS team. Serving as a primary point of contact for Development IS, this position will interact effectively with staff across the Division, faculty, and other external constituents, while maintaining a high level of organization and professionalism.
     
    S/he will assist the Associate Vice President and will assume primary responsibility for select projects and initiatives as directed. S/he will collaborate interactively across multiple departments to determine the specific requirements and resources needed to achieve these objectives. This position will directly manage the day to day oversight of multiple administrative initiatives stemming from the Associate Vice President’s office and will be responsible for identifying next steps, potential issues and all necessary follow up once these initiatives have been met.

     

    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:

    Associate Vice President:

    • Manage Associate Vice President’s calendar, including appointments with staff, consultants, and vendors.
    • Gain understanding of current IS projects and provide administrative support to project teams as needed and assigned by Associate Vice President.
    • Execute a variety of projects and ad hoc administrative duties as assigned, e.g. prepare materials, reports, etc., coordinate events and prepare work spaces.
    • Draft and edit assigned IS communication/tips for distribution to the Division, e.g. Tuesday Tips.
    • Operations; Manage tracking system and purchasing for Division software licenses, manage the mobile equipment inventory, tracking process, and purchasing; monitor policy/procedure compliance, communicate same to staff. Execute, coordinate, and monitor Development Intranet updates using two document management systems.
    • Budget Management; Maintain tracking system for all departmental expenses, process expense reports and purchasing card reconciliation for the department, and manage vendor/consultant contracts, create requisitions, and coordinate vendor invoice payments

    Assistant Vice Presidents: 

    • Assist with scheduling requests, e.g. meetings, vendors, and job recruitment activities.
    • Coordinate on-boarding training sessions and materials for new and existing Development employees.
    • Other projects/tasks approved by Associate Vice President.

    Office Management/IS Staff Support:

    • Assist IS staff with meeting scheduling (4+ attendees requiring conference room) as needed.
    • Key contact for IS staff for maintenance/space requests, supply orders, petty cash reimbursements.
    • Assistance with conference/training registrations, and travel arrangements.

    Development Staff Support:

    • Field questions/triage requests and redirect to appropriate team/resource.

    SUPERVISORY RESPONSIBILITIES:
    This position does not have any supervisory responsibility and will seek major decision-making authority from direct supervisor. However, independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and confidential information. This individual will be a resource for other administrative staff.

    Qualifications

    MINIMUM JOB QUALIFICATIONS:

    College degree and/or administrative training degree preferred. 2-3 years administrative experience required.

     

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    Ability to organize and manage multiple, competing priorities and demonstrated capability to develop productive relationships across diverse constituencies and multiple levels of an organization.

     

    Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Superior organizational skills and ability to manage a variety of projects are key. Directed and self-starting attitude with the ability to work independently as well as part of a team. Candidate must be resourceful and have solid computer skills and competency in Microsoft Office Suite products, specifically Excel and PowerPoint. A high degree of confidentiality must always be exercised.

     

    PATIENT CONTACT:

    No.

     

    WORKING CONDITIONS:

    Workstation located in typical office setting.

     

    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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