Dana-Farber Cancer Institute

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Administrative Support Specialist II - Radiation Oncology

Administrative Support Specialist II - Radiation Oncology

Job ID 
2018-8533
Location 
US-MA-Boston
Category 
Administration Support/Customer Service
Type 
full time
Grade 
19
Job Posted Date 
10/13/2017

More information about this job

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 staff, faculty member/s or department/s. 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.

Responsibilities

HROP Residency Program Coordinator duties

  • Assist Program Manager with various tasks, i.e. credentialing, paperwork, licensing
  • Submit residency credentialing forms to Dana-Farber Cancer Institute (DFCI) and Boston Children’s Hospital (BCH)
  • Collect residents’ OHS clearance and flu verifications and send to OHS offices (BWH/DFCI and BCH)
  • Credential at BCH:
    1. Ensure rotating residents complete their Netlearning modules, ask for transcript
    2. Send OHS clearance to BCH OHS so they can create a form
    3. Send transcript and OHS clearance form to Medical Staff Office for purple card
    4. Give purple card to resident to obtain their BCH ID badge
  • Manage residency recruitment at Longwood side:
    1. Create interview schedule
    2. Liaison between attendings/interviewers with residency candidates
    3. Compile feedback of candidates
    4. Organize and attend selection meeting
  • Update residency files
  • Create and/or send schedules (semi-annual reviews, moonlighting, AM conference schedule, Resident of the Day, summer series)
  • Create expense sheet for monthly moonlight schedule
  • Proctor the ACR exam at Longwood
  • Database management (New Innovations, ACGME)
  • Schedule ACLS recertification for residents
  • First line response for residency related issues at Longwood
  • Organize and attend residency committee meetings (half at MGH, half at Longwood)
  • Assist with Visiting Professor events
  • Obtain signatures for Affiliation Agreements
  • Send residents Healthstream reminders
  • Assist in New Resident Orientation schedule
  • Order catering for morning conference, and when requested for meetings
  • Run case log reports
  • Organize Dr. D’Amico’s annual wellness event
  • Verify alumni training upon request

 

 

Administrative Assistant duties

  • Assist R/O admins when needed
  • Assist physicians with travel for conference
  • Submit expense reports on behalf of physicians
  • Order letterheads and business cards
  • Schedule meetings
  • Create procurements for office supplies
  • Assist in re-credentialing paperwork
  • Update CVs

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 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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