Senior Administrative Specialist - Adult Psychosocial Oncology

Under minimal supervision, the Senior Administrative Specialist provides administrative support to staff, faculty member(s), or department(s) in their clinical, academic, research and leadership roles in support of the Dana Farber Cancer Institute’s mission. The Senior Administrative Specialist uses various office software to produce reports, spreadsheet, presentations, or other documents as needed. The Senior Administrative Specialist may be required to interface with senior management, cross-organizations, internal and external customers.

For all of these, the work still required the application of well-established techniques, procedures, or standards.

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.

PRIMARY DUTIES AND RESPONSIBILITIES:

Under minimal supervision, will perform the following:

• Provide administrative support for Directors, department managers, clinicians, and/or faculty.
• Provide scheduling support between patient and clinical staff.

• 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 be responsible for data entry management, analysis, and/or reporting.

• 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 escape areas of need regarding workflows to supervisors.

• May be responsible for leading training and onboarding of new staff.

• May provide mentorship or supervision to junior administrative staff.

• Drafts written communication on behalf of leader or provider.
• May lead projects as needed.

• Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.

• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

REQUIRED:

• Excellent written and oral communication skills.

• Advance 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 independently problem solve, maintain confidentiality, and pay attention to detail.

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

MINIMUM

JOB QUALIFICATIONS:

Minimum Education:

High school diploma required. Bachelor’s degree preferred.

Minimum Experience:

5 years of relevant experience.

License/Certification/Registration:

N/A

SUPERVISORY RESPONSIBILITIES: No

PATIENT CONTACT: Yes, may…