• Administrative Support Specialist II- VP of Business Initiatives

    Location US-MA-Boston
    Job Posted Date 3 months ago(10/19/2018 4:20 PM)
    Job ID
    Administration Support/Customer Service
    full time
  • 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 new VP of Business Intiaitives is seeeking an Administrative Support Specialist to provide administrative support to this new department at Dana-Farber Cancer Institute.


    • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
    • Coordinates expenses for frequent domestic and international travel. May include multiple travelers.
    • Responsible for incorporating feedback/edits into Word, PowerPoint and email documents.
    • Monitor budget reports for relevant profits and losses on periodic basis.
    • Responsible for scheduling meetings for individuals supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation. 
    • May assist with the onboarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
    • Responsible for ordering of supplies and ensures equipment is maintained
    • Answers phones and directs calls to appropriate parties.
    • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area. 
    • May be asked to cover for other administrative support staff during absences.
    • Perform duties related to other special projects as required.
    • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. May also be responsible for coordinating departmental group meetings.
    • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs. 
    • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
    • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
    • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
    • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
    • May assist in the training of new administrative support staff within the group.



    • 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.
    • Demonstrated ability to coordinate complex projects and other assignments.
    • Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving.
    • 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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