Administrative Support Specialist

The Administrative Support Specialist II 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.

This position’s work location is hybrid with two or three days per week remote; 2 days onsite at the Longwood Medical Campus and 1 day at the Chestnut Hill location. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).  

This role performs the same types of responsibilities as the Administrative Support Specialist I, but has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities. They may also be responsible for the indirect supervision of other support staff members, providing work direction to interns and mentoring junior staff.

• 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.

• 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. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Excellent written and oral communication skills.
• Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel.
• Exceptional 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. 
• Critical thinking skills are 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. 

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 groups as protected by law.

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