Department Administrative Operations Coordinator

Administrative Operations Coordinator

This is a part-time, 20 hours/week position. This position's work location is fully remote with occasional time onsite as needed. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI).

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 is a part-time, 20 hours/week position.

• Coordinates, oversees, and provides a high level of administrative and operational support to the department, serving as the operational point of contact for internal and external stakeholders.
• Oversees established administrative processes and procedures, such as payroll, expense invoicing/payables, supply inventorying and purchasing, and other office management functions.
• Interfaces with vendors, monitors administrative budgets (e.g., supplies, equipment, memberships), and coordinates other activities necessary to the department's daily operations.
• Maintains and continuously improves administrative workflows by studying processes, implementing cost reductions, and developing reporting procedures.
• Resolves administrative problems by analyzing information and identifying and communicating solutions.
• Supports department information systems and provides access, training, reporting, and data management.
• Provides planning, scheduling, and day-of support for department meetings, retreats, trainings, and other events.
• Coordinates administrative staff meetings, including agenda setting, preparation of materials, and follow up.
• Develops and maintains the department's centralized resource hub (e.g., staff directory, organizational chart, seating plan, branding).
• Assists departmental supervisors in the onboarding, orientation, and offboarding of personnel. Assists in the preparation of reports, presentations, budgets, and other deliverables.
• Supports compliance and regulatory activities, as needed. Supports internal and Institute-facing written communication, as well as provides departmental information to multiple audiences.
• Accomplishes the departmental and organizational mission and goals by completing related tasks and projects, as needed.
• Completes administrative projects by identifying and implementing new technology and resources, redesigning systems, and recommending re-deployment of designated resources.
• May provide administrative support and calendar management to department leadership.
• May provide mentorship and coverage to other administrative staff.
• Performs other duties and projects, as required.

Knowledge, Skills, and Abilities

Required:

• Excellent verbal, written, and interpersonal communication skills.
• Advanced knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.
• Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
• Resourceful with strong critical-thinking and independent problem-solving skills.
• Engages with appropriate urgency in situations that require quick response or turnaround.
• Ability to independently prioritize a high volume of tasks and competing priorities, while escalating when appropriate and effectively adapting to change.
• Demonstrated competency with budgeting and office systems and standard computer programs; ability to teach others as needed.
• A self-directed workstyle, taking initiative while thriving in a setting that requires teamwork.
• Ability to work collaboratively with a wide range of people and diverse cultures.
• Works effectively in a complex and matrixed organizational environment
• Handle…