Admin Support Specialist II

US-MA-Boston
1 month ago
Job ID
2018-8602
Category
Administration Support/Customer Service
Type
part time
Grade
19

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

The Administrative Support Specialist II will serve as the main administrative contact for the Center for Cancer Systems Biology (CCSB) and the Vidal Laboratory. This individual will also manage and execute the administrative and operational efforts on behalf of the lab and CCSB.

 

Administrative and Operations Management

He/she will support the Director and Associate Director in the oversight of daily operations, monitoring the operational performance of the lab and CCSB, and helping to identify and resolve operational issues. The Administrative Support Specialist II will also serve as the administrative point of contact for the lab and CCSB, coordinating and triaging administrative and operational issues and requests to the appropriate individuals within the CB administration or other administrative components within DFCI, as appropriate.

 

As the individual responsible for administrative support activities within the Vidal Lab and the CCSB, he/she will be responsible for assuring that all such activities are in accordance with Institute and Cancer Biology Department policies, expectations and timelines. Specific duties may include the following:

 

  • Oversee calendar management and travel arrangements for CCSB managers
  • Prepare descriptions for job requisitions and serve as hiring manager for CCSB, coordinating with the department financial staff and DA, including all required paperwork
  • Manage the onboarding of new staff
  • Work with CCSB managers on financial tracking and reporting, preparation of expense reports, reviewing p-card expenses and tracking all receipts
  • Prepare the forms required for the Harvard appointment process and submit them to the Cancer Biology business office (e.g., convert CVs to the Harvard format, etc.).
  • Manage and maintain NIH biosketches and Harvard-format CVs for CCSB managers
  • Track Employee compliance
  • Reconcile P-card expenses, matching expenses to grant project numbers, and collecting all receipts to document expenses and submitting them approval.
  • Update CCSB website and provide social media presence and other marketing materials as needed

 

The Administrative Support Specialist II will provide administrative support to the scientific activities of the Vidal Lab and the CCSB. He/she will work with Drs. Vidal and Hill and other CCSB Managers to plan and implement activities that promote scientific and intellectual interactions, such as retreats, seminars, conferences, etc. The Administrative Support Specialist II will also work with Drs. Vidal, Hill and appropriate DFCI departments to identify and manage relationships with Industry and support the preparation of manuscripts, papers, and Development proposals. He/she will also provide staff support for Vidal lab and CCSB lab meetings.

Qualifications

Bachelor’s degree required. Minimum of 3-5 years experience in a scientific or health care setting with demonstrated administrative support experience. Strong computer skills are essential, notably using software such as Microsoft Office (especially Outlook email and calendar functions), Adobe Suite, and EndNote, preferably on an Apple Macintosh OS. Ability to work with standard website design and editing desired. Energetic individual with interest in research and focus on successfully supporting Faculty. Strong analytic, problem-solving, organizational, communication, and customer-service skills required. Ability to work independently, implement changes, be proactive, and set priorities. Ability to absorb new information quickly, to anticipate needs, and to work effectively with diverse groups of people within all levels of the organization. Scientific background/understanding of research environment is helpful, but not required.

 

Schedule 

Temporary, part time position only with variable hours as needed to meet deadlines for grants, retreats, and program/project oversight meetings.

 

How to Apply 

Please apply directly online at http://www.dana-farber.org/Careers/Careers-at-Dana-Farber.aspx. Click Search Job Openings and use the Job ID number to quickly locate the appropriate job listing. Once you have located the desired job, click on the checkbox in the 'Select' column, and then click the 'Apply Now' button, located at the bottom of the screen.

 

DFCI Employees please apply directly through PeopleSoft Self Service.  Sign on to PeopleSoft and navigate to Main Menu > DFCI Careers.


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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