Administrative Support Specialist II - Office of General Counsel, Compliance

US-MA-Brookline
1 month ago
Job ID
2018-8631
Category
Administration Support/Customer Service
Type
full 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.

 

The Compliance Department Administrative Support Specialist II provides administrative support to Dana-Farber’s Compliance Department with a high level of independent functionality.  The Specialist multi-tasks a number of Department priorities, maintains complex schedules and helps manage the Department.  S/he is resourceful, a good problem solver and organized.  Assures a steady completion of workload in a timely manner, takes a proactive approach to managing workflows and projects.  The Specialist is efficient and comfortable being a member of a team.  The Specialist uses various office software to produce reports, spreadsheets, presentations or other documents as needed.  Requires knowledge of Institute policies and practices and is required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.  The Specialist will work in close collaboration with administrative support within the Office of General Counsel.  The Specialist supports five staff members, but the Department is likely to grow in size over time.  

Responsibilities

  • Responsible for scheduling meetings for Compliance Department staff, including conference room scheduling.
  • Responsible for document preparation, data entry and handling of mass mailing projects.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of the office area.
  • Work closely with Compliance Department staff in compliance investigations case management documentation.
  • Responsible for coordinating and preparing some materials for Board-level and management-level committees.  Responsible for taking and preparing minutes for management-level commitments.
  • Assist the Chief Compliance Officer in administering annual management conflict of interest survey.
  • May lead internal committees and task forces, as directed by Compliance Department staff, depending on skill set and ability to achieve other administrative tasks.
  • Plays a strong leadership role in organizing compliance events.
  • Responsible for maintenance of Compliance Department external and internal websites.
  • Coordinates travel arrangements for Compliance Department staff.
  • Responsible for compiling budgeting information and providing account reporting/analysis for the department.
  • Perform duties related to other special projects, including project management, as requested by Compliance Department staff.
  • Answers phones respectfully and politely and directs calls to appropriate parties.
  • Assist with the onboarding of new staff members, including training on Compliance Department policies and procedures.
  • Responsible for ordering of supplies and ensures equipment is maintained.
  • Prepare monthly expense reports, perform procurement card reconciliations.
  • Aid in vendor payment process.
  • Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.

 

Supervisory Responsibilities

May function in a supervisory role to students/volunteers.    

 

Qualifications

Bachelor’s degree required and/or a minimum of 5-8 years relevant experience, preferably in a Compliance Department, hospital or legal department.  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 autonomy, collaborates with others and leads effectively and efficiently.

 

Knowledge, Skills and Abilities Required

Excellent written, reading, proofreading and oral communication skills.

  • Reliable and punctual.
  • Superior proficiency in Outlook, Excel, PowerPoint, Sharepoint (or similar tool) and Vizio.  Access and case management proficiency strongly preferred.
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Strong attention to detail.
  • Excellent ability to organize, prioritize and follow-through.
  • Strong commitment to maintain patient and employee confidentiality and privacy.
  • Commitment and ability to:
    • work in a team-based environment;
    • handle patient interactions/communication with extreme care, patience and consideration; and
    • create an environment with open channels of communication within the Institute with workforce members, patients and others.
  • Approach problems with curiosity and open-mindedness and offer new ideas, solutions and/or options.
  • Demonstrates discretion, diplomacy, and good judgment. 
  • Possess strong communication and presentation skills; clearly and concisely express ideas in groups and one-to-one conversations, formal and informal documents.
  • Adapt writing and communications styles to fit the audience.
  • Project management and change management skills; ensuring projects come to fruition from inception to completion.
  • Ability to deal with high stress situations in a diplomatic and professional manner.

 

Patient Contact

Patient interaction, but no direct/clinical contact.

 

Working Conditions

Standard office environment. 



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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