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.

The Administrative Support Specialist II will provide administrative assistance, including calendar management, complex meeting scheduling and coordination, and office management for the Department of Quality and Patient Safety. The position will interface with senior management, external organizations, and internal and external customers, which requires considerable tact, diplomacy, and discretion. The Administrative Support Specialist will report directly to the Administrative Director for the Department of Quality and Patient Safety and will support multiple members of the department.

• Prioritize, organize, and assist in the communication and coordination of complex meetings for a variety committees, projects, and initiatives in a timely manner
• Support key programs within the Department, including scheduling, preparing and distributing materials, staffing meetings, and recording meeting minutes and attendance
• Organize key events/meetings within and outside the Dana-Farber network
• Manage and maintain the calendar for the Senior Directors of Health Systems Transformation and Patient Experience & Equity, plus support the ad-hoc administrative needs of their teams
• Interact with peers, Institute leaders, and external contacts in a highly professional manner
• Prepare general correspondence, create/maintain Excel spreadsheets, and design PowerPoint presentations
• Provide coverage for other members of the Department’s administrative and operations team
• Assist in the coordination of office moves and other office operational matters, including supply inventory and ordering
• Assist in the onboarding of new staff members
• Answer phones and triage calls for Department members
• Responsible for general office duties including copying, filing, faxing, sorting mail, greeting visitors, and maintaining organization of the office area

Duties and responsibilities may change over time to encourage professional growth and to meet Institute’s evolving needs.

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.

MINIMUM JOB QUALIFICATIONS:

• Bachelor’s degree preferred, with a minimum of 3-4 years relevant experience. Experience in a healthcare setting is a plus
• Excellent knowledge of computer applications (e.g., Microsoft Office suite, Adobe Acrobat Pro, Zoom)
• Ability to schedule complex, multi-person meetings, conducted both in-person and virtually

KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated ability to organize meetings and carry out complex scheduling and other assignments in a timely manner
• Excellent written and oral communication skills required, particularly email communication
• Strong organizational skills required, including editing and proofreading
• Proficiency with the Microsoft Office suite is essential
• Critical thinking skills are necessary, along with the ability to identify resources within the Institute and take a proactive, anticipatory approach to problem solving
• Demonstrated success managing multiple priorities simultaneously, meeting deadlines, resolving obstacles, and confronting uncertainty/change
• Provide positive and effective customer service supporting departmental and Institutional operations
• Ability to work both independently and as a member of a team
• Works effectively in a complex and matrixed organizational environment
• High degree of professionalism and discretion

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.

SUPERVISORY RESPONSIBILITIES: None.

PATIENT CONTACT: No

WORK ENVIRONMENT:

M-F 40 hours per week, fully remote (0-1 days onsite per week)