• Program Administrator, Business Initiatives

    Location US-MA-Boston
    Job Posted Date 2 weeks ago(2/12/2020 6:33 PM)
    Job ID
    2020-18658
    Category
    Operations
    Type
    full time
    Grade
    22
    Location : Address
    450 Brookline Ave
    Location : City
    Boston
  • Overview

    The Department of Business Initiatives and Alliances oversees the implementation, development, and evaluation of clinical business initiatives, working closely with clinical and administrative leaders and staff. Specifically, the Department of Business Initiatives and Alliances works to collaborate with local, regional, national and international providers and health systems as well as emerging employer and payer relationships and product development growth opportunities.

     

    Within Business Initiatives and Alliances Department, the Program Administrator will provide administrative oversight, coordination and support for department including finance and human resources related activities.  Responsibilities include but not limited to calendar management, budgeting, education and training programs that are core to Dana-Farber’s International Strategic Initiatives and Regional/National Alliances divisions. The Program Administrator will assist in coordinating visits by leadership delegations from outside institutions and visits by Dana-Farber faculty and administrators to partner institutions. The Program Administrator will also work closely with other members of the department as well as with clinical and administrative leaders across DFCI departments to support the administrative needs of a wide range of national, regional, and strategic initiatives. This role will have the opportunity to take on additional responsibilities and support other department projects as needed.

     

    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.

     

    NOTE:  This is a regular full time position for up to a period of 6 months.  

    Responsibilities

    PRIMARY DUTIES AND RESPONSIBILITIES:                

     

    Department Administrative Support (50%)

    • Provide oversight for administrative support and operations to Business Initiatives department including compiling budget information and account reporting and analysis
    • Manage human resources and finance-related administrative procedures for the department including but not limited to recruitment support, coordination of annual review process and approving budget related items
    • Provide administrative support to Regional/National Alliances, International, and other divisions such as scheduling complex meetings, booking rooms or venues, ordering food, and arranging for audiovisual equipment
    • Prepare documents such as correspondence, reports, letters, presentations, spreadsheets, discussion minutes, and materials for internal and external meetings
    • Develop administrative processes to maintain operational consistency and effectiveness across the department
    • Collaborate with Finance Department to process faculty honorarium, travel reimbursements and project-related expenses
    • Perform general office management duties, including ordering, managing and tracking supplies, onboarding process and coordinating tech support and other activities
    • Mentor, coach and/or supervise additional administrative support staff as appropriate
    • May perform other duties as needed including special assignments and projects

     

    Programmatic Support (50%)

    • Lead the coordination of regional, national and international educational programs, including clinical observerships, symposium events, clinical shadowing experiences and virtual tumor boards with external institutions
    • Assist in organizing international delegation and leadership visits from regional, national and international organizations, visits to partner and potential partner sites and complex clinical assessment visits including drafting meeting agendas, scheduling leadership meetings and planning and coordinating visit and travel logistics
    • Support the regional, national and international work by generating and processing invoices and working with payroll to compensate physicians and other clinical staff
    • Support the planning and execution of deliverables for regional, national and international partnerships
    • Coordinate travel schedules and arrangements for DFCI staff and faculty for site visits to regional, national and international sites
    • Support the planning and execution of deliverables for international and national partnerships
    • Maintain and manage project dashboards to track project status, activities, milestones, and timeline

    Qualifications

    • Bachelor's degree preferred; a minimum of 5 years relevant experience working in a medical or scientific research setting is desirable.  
    • Previous experience supervising a small team preferred. 

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    • Demonstrated ability to draft correspondence including presentations and reports
    • Excellent organizational and communication skills; must be able to multi-task while meeting deadlines with competing priorities
    • A self-starter who is results-orientated with great attention to detail and a commitment to producing high quality deliverables  
    • Excellent interpersonal skills with the ability to navigate projects through a consensus-driven environment
    • Proficiency in Microsoft Office Suite, strong Excel skills preferred.
    • Strong customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
    • 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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