Reporting to the Director of Nursing and in collaboration with NPCS Administration, the Program Administrator is responsible for several operational, administrative, project, and financial functions within Dana-Farber's Jimmy Fund Clinic (JFC) for Pediatric Oncology. The role works in collaboration with clinical and operations staff in the JFC clinic, at Boston Children's Hospital (BCH), and across the department of Nursing and Patient Care Services (NPCS) at Dana-Farber as well as regularly engaging with DFCI departments, including Human Resources, Purchasing, Finance, and others. This position requires a high level of expertise with all administrative duties, as well as an understanding of project management fundamentals, and experience in healthcare operations and financial management. The Program Manager uses independent judgment in decision-making and employs strong communication, problem-solving, and organizational skills.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

PRIMARY DUTIES AND RESPONSIBILITIES:

Financial Management

• In partnership with colleagues, and in accordance with donor intent, establishes guidelines for the use of gift funds; monitors spending and reports variances at regular intervals, and produces updates for Philanthropy, as requested.
• In accordance with established processes, prepares annual departmental operating, and gathers requirements for capital, and project budgets.
• Executes established financial reporting processes at specified intervals.
• Facilitates business contracts and payments for vendors and consultants.
• Executes supply, equipment, and service purchases for the department in accordance with guidelines and budget.

Operations and Program Administration

• Designs, implements, and evaluates workflows that support department operations, initiatives, goals, and strategic management.
• Develops, maintains, and manages standard operating procedures associated with office operations, financial management, and projects and events.
• Continuously evaluates program operations for improvement opportunities and may lead process improvement efforts.
• Coordinates multi-institutional onboarding, including systems access, training, and orientation logistics.
• Establishes best practices and may execute certain office operations, such as calendar management, meeting coordination, and conference travel coordination.
• Develops and maintains organizational tools such as intranet pages, schedules, and organizational charts.
• Proactively assesses space and equipment needs and liaises with NPCS Administration to ensure requirements are met.  
• As an administrative partner to Director/committee chairs, staffs committees, workgroups, and taskforces; develops agendas and meeting minutes, tracks action items and drives progress.
• May serve as Responsible Administrator, managing PHFs, PCFs, and posting new positions.
• Provides analysis and reporting on department programs, initiatives. Develops graphs, reports, and presentations that translate data into digestible, informative content.
• Acts as liaison between Dana-Farber Cancer Institute and Boston Children's Hospital Nursing Departments within the joint program of Dana-Farber/Boston Children's Cancer and Blood Disorders Center.
• Oversees Boston Children's Hospital Associated Personnel requests in partnership with Pediatric leadership.
• Supports Nurse Practitioner credentialing and privileging processes within the Joint Center

Project Management

• Leads execution of deliverables associated with assigned programs, including leading program planning, project management, engaging with stakeholders, program logistics, and evaluation.
• May work on special assignments, events, and projects as needed.

MINIMUM JOB QUALIFICATIONS:

• Bachelor's degree required; Master's degree preferred.
• 5 years of relevant experience required; Experience working in a medical and/or academic setting and/or business consulting preferred.
• Supervisory experience preferred.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Office Suite, Teams, Visio.
• Budget management experience and demonstrated understanding of financial management principles.
• Experience with program planning and project coordination/management.
• Experience and comfortability in manipulating and analyzing data.
• Demonstrated aptitude for learning new technology.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Superior written and interpersonal communication skills.
• Flexible, collaborative, and self-directed team member.
• Strong critical thinking and problem-solving skills.
• Ability to learn and absorb information quickly.
• Superior conflict resolution skills.
• Willingness to embrace both complex and simple tasks.
• Ability to organize, prioritize, and follow through.
• Ability to work in a fast-paced environment, manage multiple priorities simultaneously, and meet deadlines.
• Tolerance of ambiguity and ability to ask appropriate questions to advance work.
• Strong customer service skills and the ability work effectively with all levels of staff within the organization as well as external contacts.
• High level of accuracy and attention to detail as well as the ability to see the big picture.
• Comfortability working in a matrixed organization.
• Discretion and diplomacy in handling confidential information.

SUPERVISORY RESPONSIBILITIES:

May supervise junior-level administrative staff.

PATIENT CONTACT:

Position may have occasional interaction with patients and families.

WORK ENVIRONMENT:

Works in a hybrid environment; 2-3 days remote / working on-site in Boston office.

Monday–Friday, 8:30am-5:00pm or 8:00am-4:30pm. Flexibility required in order to periodically attend meetings or programs outside of an established schedule.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong.  As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff.  Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

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.