• Compliance, Administrative Assistant and Department Coordinator

    Location US-MA-Boston
    Job Posted Date 4 months ago(2/16/2018 12:30 PM)
    Job ID
    2018-9809
    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.

    The Administrative Assistant and Department Coordinator (AA/DC) role provides administrative support to the Vice-President of Compliance and Compliance Department staff and also coordinates Department activities.  The balance between administrative and coordination work is approximately equal.  The AA/DC will pro-actively maintain moderately complex calendars and help coordinate the Department workflow.  This individual is energetic, creative, efficient and enjoys being a member of a team.  The role requires a high level of independent functionality, team-based work, resourcefulness, and good problem-solving and organizational skills.  The role requires a high level of professionalism in speaking with executives, internal departments, and occasionally in triaging calls from patients and government officials.  This individual must be willing to lead by example in following Institution ethical policies and procedures.  The role requires close collaboration with administrative support within the Office of General Counsel and other Departments throughout the organization.  

    Responsibilities

    Administrative Assistant primary duties and responsibilities 

    • Manage calendars and coordinate travel arrangements for Vice-President and the Compliance Department staff.
    • Prepare documents (e.g., Word, spreadsheets) at the direction of the Compliance Department staff.
    • Perform general office duties such as copying, filing, faxing, sorting mail, ordering supplies, and greeting visitors.
    • Answer phones respectfully and politely and direct calls to appropriate parties.
    • Prepare monthly expense reports, perform procurement card reconciliation and assist in vendor payment process for small number of vendors.
    • Aid Compliance Department staff in preparing and tracking their respective, modest annual budgets.

     

    Department Coordinator primary duties and responsibilities

    • Coordinate and organize materials prepared by Compliance Department staff for one Board-level and one management-level committee.
    • Prepare minutes for one or two internal committee meetings.
    • Coordinate activities of an internal committee regarding the Compliance Department’s promotional activities within the Institute.
    • Help Compliance Department staff document compliance investigations in the Department’s case management tool.
    • Assist Vice-President in administering an annual management conflict of interest survey.
    • Aid in organizing compliance events (e.g., compliance week and other educational activities performed by the Compliance Department staff).
    • Maintain Compliance Department external and internal websites.

    Qualifications

     

    Bachelor’s degree required and/or a minimum of 2-5 years relevant experience.  Experience in a Compliance Department, hospital or legal department is a plus. 

     

    Supervisory responsbilities

    May function in a supervisory role to students/volunteers.    

     

    Knowledge, Skills and Required abilities

    • Approach tasks with curiosity and open-mindedness and offer new ideas and solutions.
    • Excellent written, reading, proofreading and oral communication skills – all with strong attention to detail.
    • Reliable and punctual.
    • First-rate proficiency in Outlook, Excel, PowerPoint, Sharepoint (or similar tool) and Visio.
    • Strong customer service skills and the ability to interact professionally with patients, peers, leadership and external contacts.
    • Excellent ability to organize, prioritize, be proactive and pursue tasks to completion.
    • Demonstrates professionalism, discretion, diplomacy, and good judgment.
    • Strong commitment to maintain patient and employee confidentiality and privacy. 

    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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