Administrative Specialist - Multiple Myeloma

Job Ref: JR-2014

Location: 450 Brookline Ave BOSTON, MA 02215

Category: Administration Support Customer Service Employment Type: Full-time

Work Location: Hybrid (2-3 days on-site)

Salary: $56,310.00 - $69,930.00 per year

Overview

Under moderate supervision, the Administrative Specialist II provides administrative support to staff, faculty members, or departments in their clinical, academic, research, and leadership roles in support of the Dana Farber Cancer Institutes mission. The Administrative Specialist II uses various office software to produce reports, spreadsheets, or other documents as needed. The Administrative Specialist II may be required to interface with senior management, cross-organizations, internal, and external customers. For all of these, the work still requires 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, educate tomorrows physician-researchers, and work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Primary Duties and Responsibilities

Under moderate supervision, the following duties and responsibilities will be performed:

1. Provide administrative support for Directors, department managers, clinicians, and/or faculty.
2. Perform administrative duties that may include but not limited to: • Answering phones • Maintaining office supplies • Incoming and outgoing mail management • Managing resource calendars • Submitting work orders for maintenance issues
3. Manage meeting planning and schedules for individuals and teams within assigned department groups.
4. May liaise between patient and clinical staff to provide scheduling support.
5. Draft communications for members of the department or individuals that the position is supporting for review.
6. May be responsible for data entry.
7. Provide email and phone communication with internal and external teams or collaborators.
8. May serve as onsite representative for external groups, visitors, or collaborators.
9. Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation, and editing.
10. Financial responsibilities, including: • P-Card charge review and reconciliation • Expense report processing • Vendor payments • Invoice creation or general office supply ordering
11. Coordinate travel arrangements as required needed by department staff.
12. Expected to identify and escalate areas of need regarding workflows to supervisors.
13. May participate in training and onboarding new staff.
14. Maintain a high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
15. Other duties as assigned.

Knowledge, Skills, and Abilities

• 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. • Must possess the ability to problem solve with minimal guidance, maintain confidentiality, and pay attention to detail. • Excellent ability to organize, multi-task, prioritize, and follow-through.

Minimum Job Qualifications

• High school diploma required. • Bachelors degree preferred.

Minimum Experience

• 3 years of relevant experience.

Supervisory Responsibilities

None

Patient Contact

Yes, may have patient contact

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.

EEO Poster

Pay Transparency Statement

The hiring range is based on market pay structures with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidates relevant experience, skills, and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

$56,310.00 - $69,930.00

Apply