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Executive Support Specialist I
Job Description
- Job ID:
- 32498
- Location:
- 450 Brookline Ave, Boston, MA 02215
- Category:
- Administration Support/Customer Service
- Employment Type:
- Full time
- Work Location:
- PTL Remote: 2-3 days remote/wk
Overview
Located in the heart of the Boston medical area, the Bing Center for Waldenstrom’s macroglobulinemia (BCWM) within the Dana Farber Cancer Institute is a multi-disciplinary team of scientists, clinicians, and computational biologists dedicated to the advanced developments of novel therapeutics and genomic discoveries for the lymphoplasmacytic lymphoma called Waldenstrom’s macroglobulinemia.
The BCWM is a center which interacts on a global level with colleagues from the diverse area of academia, Universities and Institutes, and pharmaceutical companies. A full-time position is available for an enthusiastic, initiative-taking individual who can thrive in a fast-paced, challenging research environment, and can interact well with others as part of a cohesive team. This professional position includes a variety of clerical tasks and back-office duties for the Center, assisting 2-3 research faculty members, as well as the administrative director. For more information on the Center and its background please visit our dedicated website at www.bingcenterforwm.org
This is an ideal mid-level entry position into the world of innovative cancer research. Ideal candidates will possess strong people skills along with a desire to use their administrative skills in the Center’s triad of clinical, research, and patient advocacy
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.
Responsibilities
- Schedule and maintain calendar of appointments, meetings, and travel itineraries, and coordinate related arrangements.
- Co-organize the planning and preparation of small conferences/retreats, and departmental group meetings which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services.
- Maintaining the academic and hospital appointment processes of the clinicians, and the maintenance of licenses, credentialing, and internal certifications.
- Co-assist with the recruitment support of research candidates and coordinate the annual performance review evaluations for staff and faculty.
- Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
- May assist with the onboarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
- Responsible for ordering of supplies and ensures equipment is maintained
- Manage the responsibilities associated with professional organizations and external advisory boards and committees, which may include membership and journal renewals, and professional external certifications.
- Assists with grant applications and manuscript preparation (including proofreading and general editing).
- Prioritize and resolve inquiries (phone, e-mail, in person).
- Perform general office duties such as copying, filing, faxing, sorting mail, supplies, and maintaining the cleanliness of office area.
- Responsible for light typing, basic document preparation, data entry, and may manage mass mailing projects.
- Maintains electronic and hard copy files and databases. Maintains integrity of information both on a clinical and research level.
- May be asked to cover for other administrative support staff during absences
- May be responsible for website maintenance as needed.
- May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
- May assist in the training of new administrative support staff within the group.
- Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
- Plays a leadership role in organizing events, including coordination of activities between institutions.
- Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
- May develop/design websites pertaining to their specific area.
- Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
- May serve in a donor relations/stewardship capacity.
- Performs other duties as assigned or required.
Qualifications
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 preferred.
- 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.
- 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.
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