Dana-Farber Cancer Institute Administrative Support Specialist I - Pediatric Oncology/Global Health Program in Boston, Massachusetts

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

These positions provide a variety of administrative functions to staff, faculty member/s or department/s. Uses various office software to produce 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.

Under limited supervision, the Administrative Support Specialist provides specialized administrative support to the Global Health Initiative, and Faculty as follows:

  • Responsible for the planning and preparation of meetings/lectures/conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event.

  • Prepares travel arrangements (hotels, air tickets, transportation, registrations, visa) and processes travel reimbursements

  • Assists with onboarding and clearance of students and international visitors/observers which includes paperwork, visa applications, email communication, etc.

  • Responsible for scheduling activities related to the observership program (curriculum, lectures, communication, calendar, etc.)

  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains bio-sketches and CVs.

  • Assists with literature review, grant applications and manuscript preparation (including proofreading and editing).

  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.

  • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.

  • Prepares monthly expense reports, performs P-card reconciliations, processes requests for vendor payments and creates invoices.

  • Updates databases on global health resources such as grant announcements, conferences, tools, etc.

  • 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 and timekeeping oversight.

  • May assist in the training of new administrative support staff within the group.

Bachelor’s degree strongly preffered with a minimum of 3-5 years’ relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred. Demonstrated ability to draft correspondence and have exemplary oral and written communication skills. Advanced computer skills are required. A certain degree of creativity and latitude is required and relies on experience and judgment to plan and accomplish goals.

  • Excellent written and oral communication skills.

  • Knowledgeable of computer applications including Microsoft Office (Word, Excel and PowerPoint) and Microsoft Outlook.

  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.

  • Must possess the ability to maintain confidentiality and pay attention to detail.

  • Excellent ability to organize, prioritize and follow-through.

Preferred Knowledge, Skills, and Abilities

  • Foreign language proficiency (Spanish or Arabic preferred).

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.

Job ID: 2018-11897

External Company URL: www.dana-farber.org