• Admin Support Specialist I

    Location US-MA-Boston
    Job Posted Date 5 days ago(11/8/2018 3:38 PM)
    Job ID
    2019-13099
    Category
    Administration Support/Customer Service
    Type
    full time
    Grade
    18
  • 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.

     

    The Department of Psychosocial Oncology and Palliative Care (POPC) is composed of five divisions that offer unique services and conduct research with one important goal: To help patients and their families maintain the best quality of life during and after treatment.

     The Pediatric Psychosocial Oncology Division consists of Social Work, psychology, psychiatry, and offers comprehensive, individualized assessment and treatment for patients and families through all phases of the cancer experience. The Pediatric Psychosocial Division works closely with the child's medical teams, as well as with other staff members involved in caring for the child and family. As an integral part of the care provided for children and adolescents at DFCI, psychologists, social workers, and resource specialists offer a wide range of supportive services to the patient and family. 

     

    Responsibilities

    Responsibilities:

    • Responsible for high-volume patient appointment scheduling/reconciliation. 
    • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects; perform duties related to other special projects as required.
    • Responsible for scheduling meetings for individuals supported, including conference room scheduling; may also be responsible for coordinating departmental group meetings.
    • Supports a few different providers, including Division Chair.
    • Coordinates travel arrangements for individuals supported, as well as postdoctoral candidates and visiting speakers.
    • May assist with the onboarding of new staff members.
    • Responsible for ordering of supplies and ensuring that equipment is maintained for the providers.
    • 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.
    • Responsible for the planning and preparation of conferences/retreats, including booking the venue, coordinating speakers, arranging for audiovisual equipment and ordering of food services; may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME), information renewals, and awareness of conflicts of interest is required.
    • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
    • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
    • 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 be responsible for website maintenance as needed.
    • Coordinates office moves, meetings assignments, and equipment upkeep.

     

    Qualifications

    • Bachelor's degree preferred
    • Minimum of 3-5 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
    • 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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