POSITION SUMMARY:  

The Administrative Support Specialist provides a variety of administrative functions to assigned faculty members and/or departments to ensure seamless administrative operational workflow.  May be involved in project work including, but not limited to, assisting in the production of 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.    

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.

Roles and responsibilities:

• Calendar management for departmental and/or physician meeting coordination 
• Meeting and event planning, remote or in-person booking 

• Financial responsibilities, including but not limited to: P-Card charge review and reconciliation, expense report processing, vendor payments and invoice creation 
• Travel arrangements, as required/needed by department staff 
• Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, presentation preparation and editing   
• Support and coordination of provider credentialing, licensure and re-credentialing 
• Responsible for patient communication and triage, including but not limited to faxes, mail, letters and interface with different messaging platforms  

• General office infrastructure support, including but not limited to, department supply ordering, purchasing, organization, work order and IT requests 
• May be asked to be a representative in committees, cross-department responsibilities and/or task forces. 
• May be responsible for website maintenance as needed. 
• May coordinate moves, meetings assignments, equipment upkeep  

Additional responsibilites as they apply:

• Plays a leadership role in organizing events, including coordination of activities between institutions. 

• Takes initiative on creating original letters on behalf of individuals supported for review/edit. 
• Understands the Institute policies and procedures and teaches others through the modeling of their behavior. 
• Possesses oversight and QA of provider credentialing, licensure and re-credentialing 
• Assumes greater responsibility in support of faculty, including biosketch and CV preparation and maintenance 
• Participates in departmental project responsibilities, including CME course coordination, manuscript and grant preparation 
• Perform project associated tasks as needed. Assists with grant applications and manuscript preparation (including proofreading and editing).  
• 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.  
• Provides higher-level understanding and oversight in collaboration with Administrative Director and Scheduling Supervisor for triage and reconciling all end of day patient related communications. 
• Partakes in the training and mentorship of newly hired administrative staff. 

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.

• Bachelor’s degree preferred and/or a minimum of 5-8 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is highly desired.   
• Experience with complex calendar management a plus.
• 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.
• Excellent written and oral communication skills, including excellent proof-reading skills.
• Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel. 
• Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
• Must posses the ability to maintain confidentiality and pay attention to detail.
• Excellent ability to organize, prioritize and follow-through. 

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.