Dana-Farber Cancer Institute

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Administrative Support Specialist II - Pediatric Advanced Care Team

Administrative Support Specialist II - Pediatric Advanced Care Team

Job ID 
2017-8124
Location 
US-MA-Boston
Category 
Administration Support/Customer Service
Type 
full time
Grade 
19
Job Posted Date 
8/18/2017

More information about this job

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. 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 the Pediatric Advanced Care Team (PACT) as well as other clinicians and staff. PACT brings together clinicians from Boston Children’s Hospital and Dana-Farber Cancer Institute, assists primary health care teams, families and children with serious illnesses. PACT supports treatment of the underlying illness while striving for optimal quality of life. Through a family-centered approach, PACT promotes healing, comfort and making childhood experiences meaningful.

 

The start date of this position will be October 10, 2017.

Responsibilities

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 Pediatric Advanced Care Team as follows:

  • Responsible for scheduling meetings for the Division Chief, clinicians, and staff, including conference room scheduling.
  • Plays a leadership role in organizing events, including coordination of activities between institutions.
  • Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
  • May be responsible for patient appointment scheduling/reconciliation.
  • Answers phones and directs calls to appropriate parties.
  • Coordinates travel arrangements for the Division Chief and clinicians supported, as well as postdoctoral candidates and visiting speakers.
  • 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.
  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
  • Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
  • May assist with grant applications and manuscript preparation (including proofreading and editing).
  • May be responsible for compiling budgeting information and providing account reporting/analysis for the department.
  • Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
  • Responsible for ordering of 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 responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
  • May assist with the onboarding of new staff members.
  • May be responsible for the recruitment support of candidates and coordinating performance review evaluations for staff and faculty.
  • May be asked to cover for other administrative support staff during absences.
  • May assist in the training of new administrative support staff within the group.
  • 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 develop/design websites pertaining to their specific area.
  • 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.  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 Institute 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.

 

Knowledge, Skills, and Abilities Required

 

  • 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, 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

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