Administrative Support Specialist II - Adult Palliative Care

2 months ago
Job ID
Administration Support/Customer Service
full time


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.


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. Our specially trained staff includes physicians, nurses, pharmacists, psychologists, social workers, and administrators who work closely with patients and their families, oncologists, and other members of the health care team to provide integrated care and support each patient's unique needs – from diagnosis through treatment and into survivorship.


The Administrative Support Specialist II will support the Division Chief of Adult Palliative Care (APC) as well as other clinicians and staff. 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:

  • Responsible for scheduling meetings for the Division Chief, clinicians and staff, including conference room scheduling.
  • Coordinates travel arrangements for the Division Chief and clinicians supported, staff and visiting speakers.
  • Responsible for patient appointment scheduling and reconciliation.
  • 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 ordering 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.
  • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required. May also be responsible for coordinating departmental group meetings.
  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
  • May assist with grant applications and manuscript preparation (including proofreading and editing).
  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
  • May support the recruitment of candidates and coordinate performance review evaluations for staff and faculty.
  • 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 be responsible for website maintenance as needed.
  • May coordinate moves, meetings assignments, and equipment upkeep.
  • May assist in the training of new administrative support staff.
  • 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 original letters on behalf of individuals supported for review/edit.
  • May be responsible for compiling budgeting information and providing account reporting/analysis for the department.
  • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
  • Performs other duties as required.


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. Excellent written and oral communication skills required, along with an expert knowledge of computer applications. Critical thinking skills necessary, along with the ability to identify resources within the Institute and take a proactive approach to problem solving. Demonstrated ability to coordinate complex projects and other assignments. Operates with complete autonomy and may direct and lead the work of others.




  • 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 patients, clinicians, 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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