Administrative Support Specialist II - Pediatric Oncology

Location US-MA-Boston
Job Posted Date 1 month ago(1/22/2018 2:23 PM)
Job ID
2018-9519
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.

This position will provide a variety of administrative functions to three faculty members (two senior and one junior) and their laboratories in the Department of Pediatric Oncology.  The duties and tasks involved are moderately complex in nature and judgment is required in resolving problems and making routine recommendations.  Work is performed under minimal supervision.  Please note - duties may vary widely based on specific needs of the faculty supported. 

Responsibilities

Essential responsibilities include:

  • Schedule management, including coordination of meetings for individuals supported. This person will have the discretion of moving or canceling meetings on behalf of the faculty supported.
  • Coordinate travel arrangements for faculty supported, and possibly laboratory personnel, postdoctoral candidates and visiting speakers.
  • General office duties: answering phones and directing calls to appropriate parties; copying, filing, faxing, sorting mail; greeting visitors and maintaining the cleanliness of public/shared area. 
  • Prepare general correspondence, including letters of recommendation. Take initiative on creating original letters on behalf of the faculty supported for their review/edit.
  • Basic document preparation and data entry: create Excel spreadsheets, maintains biosketches and CVs, etc.
  • Business functions: Prepare monthly expense reports (including reimbursements), perform monthly P-card reconciliations, process requests for vendor payments.
  • Perform other duties related to special projects as requested. Examples of such assignments include organizing talks/events hosted by faculty supported; editing/creating website content; planning/preparation of conferences/retreats, which includes booking a venue, coordination of speakers, arranging for audiovisual equipment, catering arrangements, etc.

Qualifications

  • Techno-literacy required, including experience using Macintosh-based platforms. This position will use a Macintosh computer and Macintosh-based platforms of computer applications, including Microsoft Office, Microsoft Outlook, Excel, etc.   Understanding of electronic systems and electronic project management is expected.  Resources used will include Google calendar, Dropbox and other shared folders, Slack IM, etc.  
  • Critical thinking skills needed, along with the ability to identify resources and take a proactive approach to problem solving.
  • Excellent written and oral communication skills.
  • Strong customer service skills combined with the ability to interact professionally with peers, leadership and external contacts. This person will interface with senior management as well as internal and external colleagues, which requires considerable tact and diplomacy.
  • Excellent skills to organize, prioritize and follow-through: proven ability to coordinate complex projects and other assignments is essential. 

Bachelor's degree and 3-5 years of relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred


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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