Administrative Specialist

Dana-Farber Cancer Institute; Boston (MA); Hybrid; USD 56,000 - 70,000; Full time

Job summary

Dana-Farber Cancer Institute in Boston, MA seeks an Administrative Specialist II to support staff, faculty, and departments across clinical, academic, and research settings. The role involves preparing reports, spreadsheets, presentations, and handling calendars, communications, and travel arrangements with discretion and professionalism.

The position requires strong communication, confidentiality, and organization skills, plus experience with Microsoft Office, Google Suite, Zoom, and Adobe.

Qualifications

• High school diploma required. Bachelor’s degree preferred.
• 3 years of relevant experience.
• Strong written and oral communication skills.
• Proficient knowledge of Microsoft Office Suite, Google Suite, Zoom, and Adobe.

Responsibilities

• Provide administrative support for Directors, department managers, clinicians, and/or faculty.
• Answer phones, manage mail, coordinates calendars and meeting logistics.
• Draft communications and prepare reports, spreadsheets, and presentations.
• Coordinate travel arrangements and process expense reports; manage vendor payments.

Skills

Communication skills

Microsoft Office

Google Suite

Customer service

Attention to detail

Professionalism

Education

High school diploma

Bachelor's degree (preferred)

Tools

Microsoft Office

Google Workspace

Zoom

Adobe Acrobat

Job description

Under moderate supervision, the Administrative Specialist II 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 Administrative Specialist II uses various office software to produce reports, spreadsheet, presentations, 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 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:

• Provide administrative support for Directors, department managers, clinicians, and/or faculty.
• 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 liaise between patient and clinical staff to provide scheduling support.
• Draft communications for members of the department or individuals that the position is supporting for review.
• May be responsible for data entry.
• 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 participate in training and onboarding new staff.
• Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• 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. Bachelor’s degree preferred.
• 3 years of relevant experience.

Supervisory Responsibilities:

None

Patient Contact:

Yes, may have patient contact

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 committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

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.

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 candidate’s 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