Overview
In this role, the Administrative Specialist II will be a key contributor to the Department of Quality and Patient Safety (QPS), providing essential administrative support that ensures the smooth operation of departmental activities (e.g., calendar management, meeting scheduling and coordination, office management). The position demands a high level of tact, diplomacy, and discretion, as it involves interfacing with a variety of leaders and stakeholders within a complex and matrixed organizational environment. Reporting directly to the Administrative Director for QPS, the Administrative Specialist II will support multiple department leaders and serve as an integral member of the QPS Administrative and Operations team. The successful candidate will demonstrate exceptional organizational skills, the ability to work both independently and collaboratively, and a commitment to advancing the Institute’s mission of reducing the burden of cancer through quality and patient safety initiatives.
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.
This position’s work location is fully remote with occasional time on-campus at 10 Brookline Place. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI).
Responsibilities
Under moderate supervision, will perform the following:
- Provide administrative support for Directors, department managers, clinicians, and/or faculty.
- Perform administrative duties that may include, but not limited to, answering phones, maintaining office supplies, incoming and outgoing mail management, managing resource calendars, and submitting work orders for maintenance issues.
- Manage meeting planning and schedules for individuals and teams within assigned department group.
- May liaise between patient and clinical staff to provide scheduling support.
- Draft communications for members of the department or individuals that the position is supporting for review.
- May be responsible for data entry.
- Provide email and phone communication with internal and external teams or collaborators.
- May serve as onsite representative for external groups, visitors, or collaborators.
- Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing.
- Financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation or general office supply ordering.
- Coordinate travel arrangements as required/needed by department staff.
- Expected to identify and escalate areas of need regarding workflows to supervisors.
- May participate in training and onboarding new staff.
- Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
- Other duties as assigned.
Qualifications
Minimum Education:
High school diploma required. Bachelor’s degree preferred.
Minimum Experience:
3 years of relevant experience.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Strong written and oral communication skills.
- Proficient knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, and Adobe.
- Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
- Must possess the ability to problem solve with minimal guidance, maintain confidentiality, and pay attention to detail.
- Excellent ability to organize, multi-task, prioritize, and follow-through.
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 characteristics protected by law.