Administrative Specialist - Adult Palliative Care

Overview

The Department of Supportive Oncology (SO) offers unique services and conducts research with one important goal: to help patients and their families maintain the best quality of life during and after treatment.

The Division of Adult Palliative Care is an interprofessional team of physicians, NPs/PAs, nurses, and social workers that provide state‑of‑the‑art palliative care to seriously ill patients in both inpatient and outpatient services.

Under moderate supervision, the Administrative Specialist II will schedule patient appointments and liaise between patient, clinical staff, and other departments to provide scheduling support. The role provides administrative assistance to staff and faculty in clinical, academic, research, and leadership roles, using office software to produce reports, spreadsheets, presentations, and documents as needed. The Administrative Specialist II may interface with senior management, cross‑organizations, internal and external customers, and is expected to work independently.

• Provide administrative support for directors, department managers, clinicians, and/or faculty.
• Answer phones, maintain office supplies, manage incoming and outgoing mail, manage resource calendars, and submit work orders for maintenance issues.
• Manage meeting planning and schedules for individuals and teams within the assigned department group.
• Liaise between patient and clinical staff to provide scheduling support.
• Draft communications for department members or individuals supporting review.
• Perform data entry duties as needed.
• Provide email and phone communication with internal and external teams or collaborators.
• Serve as onsite representative for external groups, visitors, or collaborators.
• Prepare general correspondence, letters of recommendation, Excel spreadsheets, and presentation preparation and editing.
• Handle 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 or needed by department staff.
• Identify and elevate workflow improvement opportunities to supervisors.
• Participate in training and onboarding new staff.
• Maintain professionalism, discretion, and confidentiality regarding sensitive topics.
• Other duties as assigned.

• 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.
• Ability to problem‑solve with minimal guidance, maintain confidentiality, and pay attention to detail.
• Excellent organizational, multitasking, prioritizing, and follow‑through abilities.

Minimum Education: High school diploma required, Bachelor’s degree preferred.

Minimum Experience: 3 years of relevant experience.

Patient contact:
Yes, may have patient contact.

Supervisory responsibilities:

None.

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.

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and relevant experience, skills, and qualifications. For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

Salary range: $56,310.00 – $69,930.00.