• Administrative Support Specialist II

    Location US-MA-Boston
    Job Posted Date 4 days ago(2/24/2020 9:32 AM)
    Job ID
    Administration Support/Customer Service
    full time
    Location : Address
    450 Brookline Ave
    Location : City
  • 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 Gastrointestinal Cancer Center (GCC) Clinical Research Program. The GCC Clinical Research Program engages in various types of research related to gastrointestinal cancer including clinical trials, translational, and biobanking research. 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.


    • Responsible for light typing, basic document preparation, meeting agendas/minutes, and data entry.
    • Responsible for scheduling meetings for individuals and the research program supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.
    • Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers. 
    • May assist with the onboarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
    • Responsible for ordering of supplies and ensures equipment is maintained
    • Answers phones and directs calls to appropriate parties.
    • 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.
    • Perform duties related to other special projects as required.
    • Responsible for planning and preparation for Site Initiation Visits including coordinating with various members of the research team and external sponsors of clinical trials.
    • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
    • Assists with grant applications and manuscript preparation (including proofreading and editing). 
    • May be responsible for maintaining documentation for research staff per institutional and other regulatory body standards.
    • Responsible for administrative support for a basic science laboratory including supply ordering, new staff onboarding, etc.
    • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
    • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
    • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
    • May assist in the training of new administrative support staff within the group.
    • Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
    • Plays a leadership role in organizing events, including coordination of activities between institutions.
    • May develop/design/maintain websites pertaining to their specific area.
    • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
    • May serve in a donor relations/stewardship capacity.


    • 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 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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