• Admin Support Specialist II

    Location US-MA-Boston
    Job Posted Date 2 weeks ago(2/12/2020 11:43 AM)
    Job ID
    2020-17742
    Category
    Administration Support/Customer Service
    Type
    full time
    Grade
    19
    Location : Address
    450 Brookline Ave
    Location : City
    Boston
  • Overview

    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.

    Adult Palliative Care specializes in the management of pain and other physical symptoms, emotional and social concerns that patients and their families face as they cope with a life-threatening illness. Palliative care focuses on the whole person: body, mind, and spirit. Our team of professionals aims to provide comfort, preserve dignity, and help patients achieve open communication with family and caregivers.

    The Administrative Support Specialist II has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities. Provides specialized administrative and clinical support to the Division of Adult Palliative Care as follows:

    Responsibilities

    • Under the direction of the Palliative Care Program Administrator, provides appointment scheduling ranging in complexity in accordance with scheduling guidelines for established patients.
    • Obtains detailed clinical information by telephone or electronically.
    • Management of provider schedules, including opening/closing provider templates, and managing scheduling systems (ie. AMION).
    • Serves as a liaison between patient/family/provider.
    • Responsible for scheduling meetings for clinicians and staff, including conference room scheduling.
    • Responsible for ordering supplies and ensures equipment is maintained.
    • 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.
    • May also be responsible for coordinating departmental group meetings, including yearly Service of Remembrance.
    • In collaboration with Palliative Care Nursing Director, serves as administrative lead for the Adult Palliative Care NP Fellowship.
    • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
    • May assist with academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
    • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payment and creates invoices.
    • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
    • May coordinate moves, meetings assignments, and equipment upkeep.
    • May assist in the training of new administrative support staff.
    • Plays a leadership role in organizing events, including coordination of activities between institutions.
    • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
    • Performs other duties as required.

    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.
    • 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 possess 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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