- Responsible for scheduling meetings for individuals supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.
- Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
- May assist with the onboarding of new staff members. Responsible for ordering of supplies and ensures equipment is maintained. May be responsibile and/or assist with planning of events.
- Answers phones and directs calls to appropriate parties.
- Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area.
- May be asked to cover for other administrative support staff during absences.
- Perform duties related to other special projects as required.
- Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required. Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
- Assists with grant applications and manuscript preparation (including proofreading and editing).
- May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
- May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
- Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
- May be responsible for website maintenance as needed.
- May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
- May assist in the training of new administrative support staff within the group.
- Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
- Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
- May be responsible for compiling budgeting information and providing account reporting/analysis for the department.
- May develop/design websites pertaining to their specific area.
- Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
- 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. Bachelor's degree required 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 preferred.
- Demonstrated ability to coordinate complex projects and other assignments.
- Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel.
- Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
- 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.
Administrative Support Specialist - Boston, MA, United States - Dana-Farber Cancer Institute, Inc.
Description
Administrative Support Specialist - Psychosocial Oncology and Palliative Care**** Administration Support/Customer ServiceEmployment Type:
Full time
Work Location:
PTL Remote: 2-3 days remote/wk The Department of Psychosocial Oncology and Palliative Care (POPC) is composed of five divisions that offer unique services and conduct research with one important goal: To help patients and their families maintain the best quality of life during and after treatment.
The Division of Pediatric Palliative Care (PPC) has over 25 faculty and staff.The Division of Pediatric Palliative Care is comprised of an interprofessional team of physicians, nurses, and social workers that provide state-of-the-art palliative care to seriously ill patients on our inpatient and outpatient services.
The Pediatric Advanced Care Team (PACT) is a nationally recognized palliative care service and one of the pioneers of the field, providing comfort and quality of life to the care of children with serious illness and their families.
As an integral part of the care provided for children and adolescents at Dana-Farber Cancer Institute (DFCI), the PACT Team offers a wide range of supportive services to the patient and family in addition to their medical care.
The PPC Bereavement Program provides support to family members and loved ones following a patients death. Support to families includes mailings, connection to resources, support groups, and events.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.
**Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects, and calendar management.