• Administrative Specialist – Patient Education, Communications, Quality

    Location US-MA-Boston
    Job Posted Date 3 months ago(7/12/2019 1:48 PM)
    Job ID
    2019-16203
    Category
    Administration Support/Customer Service
    Type
    full time
    Grade
    19
  • Overview

    POSITION SUMMARY:  

    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.

    Within the Department of Nursing and Patient Care Services (NPCS), The Center for Clinical and Professional Development (CCPD) coordinates and conducts a wide range of educational programs for nurses and support staff at Dana-Farber and its satellite facilities. The Center also provides general support for several NPCS departmental activities such as orientation, licensure, conference planning, credentialing, department recognition programs, visitor and academic programs, the Magnet Recognition Program, nursing quality, nursing shared governance, patient education, Integrative Nursing, international partnerships, and expense monitoring.

     

    Reporting to the CCPD program manager, and working as a member of an administrative team, the administrative specialist provides knowledgeable and skilled administrative support to the department. The administrative specialist works closely with members of the department including clinical specialists, CCPD director, program managers, program coordinator, and other team members to ensure that all the administrative, record keeping, and compliance requirements of educational programs are met. He/she supports the planning, organizing, executing, and evaluation for department programs.

    Responsibilities

    PRIMARY DUTIES AND RESPONSIBILITIES:

    • Prepares documents such as correspondence, reports, letters, presentations, organizational charts, spreadsheets, meeting minutes, and flyers.
    • Coordinates meetings, conferences, and retreats including booking rooms or venues, ordering food, and arranging for audiovisual equipment.
    • Maintains and manages processes associated with varied programs, projects, and events.
    • Produces and distributes department-wide communications.
    • Assists with compiling and tracking department budget.
    • Serves as a primary administrative contact for the Center, including screening calls and determining appropriate actions in response to inquiries.
    • Provides support to senior members of NPCS such as calendar management, meeting preparation, and coordination of travel arrangements.
    • May work on special assignments and projects as needed.

    Qualifications

     MINIMUM JOB QUALIFICATIONS:

    • 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.
    • Excellent written and oral communication skills.
    • Proficiency in Microsoft Office Suite and Microsoft Publisher, Visio. Strong Excel skills preferred.
    • Experience with Tableau preferred; demonstrated aptitude for learning new technology.
    • Strong customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
    • Excellent ability to organize, prioritize, and follow-through.

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    • Highly organized with demonstrated ability to prioritize work and execute deliverables for multiple people.
    • Flexible and collaborative team member.
    • Strong critical thinking skills.
    • High level of accuracy and attention to detail as well as the ability to see the big picture.
    • Ability to work closely and effectively with all levels of staff within the organization.
    • Discretion and diplomacy in handling confidential information.

     

    SUPERVISORY RESPONSIBILITIES: 

    No supervisory responsibilities.

     

    PATIENT CONTACT: 

    Position has no direct patient contact.

     

    WORK ENVIRONMENT:

    Works in an office environment.

    Monday–Friday, 8:00am-4:30pm or 8:30am-5:00pm. Some flexibility may be required periodically.


    APPLICATION INSTRUCTIONS: 

    Please submit a resume and cover letter. 

     


    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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