• Administrative Support Specialist II- Office of General Counsel

    Location US-MA-Brookline
    Job Posted Date 4 days ago(10/11/2019 3:02 PM)
    Job ID
    2020-17283
    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.

    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.

    Responsibilities

    Complex calendar management and filing, including electronic file management, are the two most important responsibilities of this position.

     

    Successful candidate will be able to use Outlook to maintain contacts, plan meetings, and manage attorneys’ calendars; coordinate conference calls and other group meetings.  Will be responsible for maintaining extensive legal files, ordering supplies, maintaining legal library and research binders, providing back-up support to other members of OGC administrative staff, coordination of department activities, and other general administrative support.  Provide advanced communications support, include screening phone calls, faxes, email, mail, and determining appropriate action in response to inquiries.  Ability to exercise judgment and discretion in preparing and assembling documents and correspondence that may be highly confidential or politically sensitive. 

     

    Will draft correspondence; review documents; obtain records and information and make filings with public agencies; provide information and documentation to clients; assist with document production and other discovery requests; maintain and update standard contracts and forms as needed; prepare loan documents; assist with medical records requests and subpoenas; and perform legal research.  May attend meetings and educational sessions upon request of the attorneys. 

     

     

    Position reports to the attorneys in the Office of General Counsel and supports four to five Office of General Counsel personnel.  Position includes extensive interaction with colleagues within department, senior administrative, medical and support staff throughout institution; and outside organizations and counsel.  Attorneys and staff within the Office of General Counsel work collaboratively as a team on departmental and organizational initiatives, so ability to work cooperatively and respectfully with others is imperative.

     

    Qualifications

    Reliable and punctual

    Ability to maintain confidentiality of sensitive matters

    Mature judgment

    Attention to detail

    Ability to deal with high stress situations in a diplomatic and professional manner

    Ability to work with diverse groups of people, including physicians, high-level administration, and staff

    Analytical, critical and creative thinking (strong problem-solving skills)

    Organizational skills

    Ability to deal with several matters simultaneously and to prioritize workload

    Take initiative where appropriate

    Writing, proofreading and drafting skills

    Computer skills

    Ability to perform legal research

    Manage multiple calendars and organize meetings

    Collegial and collaborative working style

     

     

    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.

    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. 

     

    Works independently and exercises significant independent judgment.

     

     

    Monday – Friday - - 8:30 am – 5:00 pm



    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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