• Administrative Support Specialist - Interpreter Services

    Location US-MA-Boston
    Job Posted Date 3 months ago(7/22/2019 4:46 PM)
    Job ID
    2019-16298
    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 Interpreter Services Department. 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.

     

    Interpreter Services provides language assistance services to patients and families who do not speak English, have limited English proficiency, or are deaf and hard of hearing, as well as to health care providers and support personnel, to ensure effective communication and understanding across languages and cultures.

    Responsibilities

    • Answers phones and directs calls to appropriate parties.
    • Receives requests for interpreter services from all Institute Departments at Main Campus and dispatches interpreters using a reliable system.
    • Communicates with interpreters on the job.
    • Tracks interpreters’ arrival, departure, location and status.
    • Communicates effectively and responds to internal and external customers.
    • Answers and routes telephone calls in a respectful and courteous manner following departmental guidelines.
    • Forwards messages and calls for urgent information or services.
    • Strives to understand, anticipate and responds to customers’ needs and responds to requests for routine information or assistance within scope of knowledge and authority.
    • Demonstrates a collaborative effort to provide excellent customer service consistent with departmental and Institute values.
    • Ensures RTLS badges are in working order.
    • Uses Electronic Medical Record (currently Epic) to access patient information such as appointment information and demographics and to access interpreter services schedules.
    • Maintains computerized records of daily requests and updating interpreter assignments in the System (currently Epic and QuickBase).
    • Prints daily schedules.
    • Provides office management office support.
      • Has the discretion of moving or cancelling meetings on behalf of the individuals supported.
      • Plays a leadership role in organizing events, including coordination of activities between institutions.
      • Takes initiative on creating responses to emails received via the department email.
      • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
      • Responsible for ordering of supplies and ensures equipment is maintained.
      • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
      • May assist with the onboarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
      • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area.
      • May be responsible for website maintenance as needed.
      • Applies critical thinking, communication skills.
    • Perform duties related to other special projects as required.

    Qualifications

    • Bachelor's degree preferred 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.
    • Language proficiency preferably in Spanish.
    • Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving.
    • Demonstrated ability to coordinate complex projects and other assignments.
    • 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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