• Admin Support Specialist II

    Location US-MA-Brookline
    Job Posted Date 2 weeks ago(1/10/2019 2:19 PM)
    Job ID
    2019-13643
    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.

    This position provides a variety of administrative functions to the 3 Directors in the Clinical Planning and Business Development (CPBD) department.  Responsibilities include calendar management, scheduling of small and large meetings, coordinating of logistics for visits/events, management/purchasing of office supplies, 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. 

    Responsibilities

    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 3 Directors within the CPBD department
    • Works closely with CPBD staff to schedule and prepare for internal CPBD team meetings, on-site/off-site visits, CME events, dinner meetings etc., often including coordination of activities between institutions
    • Assists CPBD staff in coordination of meetings that involve complex calendars and/or complicated logistics
    • Plans and prepares for conferences/retreats, including booking venues, coordinating speakers and materials, arranging for audiovisual equipment and supplies, and ordering of foods
    • Prepares monthly expense reports, performs P-card reconciliations, processes requests for vendor payments and creates invoices
    • Works with Purchasing to ensure all contracts are uploaded into Ariba/GHX and to track expiration dates
    • Prepares general correspondence and agendas, creates Excel spreadsheets, revises existing PowerPoint presentations, prints materials needed for meetings, and records meeting notes as requested
    • Coordinates office and workspace 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. scheduling interviews, distributing resumes, summarizing feedback)
    • May compile budgeting information and provide account reporting/analysis for the department
    • In collaboration with the CPBD team, maintains website and shared drive organization as needed
    • Understands the Institute’s policies and procedures and teaches others through modeling behavior

    Qualifications

    • Excellent written and oral communication skills
    • Excellent attention to detail
    • Excellent ability to organize, prioritize and follow-through
    • Working knowledge of Microsoft Office suite of products including Outlook, Excel, Word, and PowerPoint
    • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts
    • Ability to maintain confidentiality



    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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