Administrative Specialist - Cancer Care Equity Program

Dana-Farber Cancer Institute; Boston (MA); On-site; USD 50,000 - 65,000; Full time

Job summary

A leading cancer research institute in Boston seeks an Administrative Specialist II to provide essential administrative support. This role involves managing schedules, coordinating meetings, and ensuring effective communication across departments. Candidates should possess strong organizational skills and a commitment to fostering an inclusive environment. The position requires proficiency in various office software and a minimum of three years of relevant experience.

Qualifications

• 3 years of relevant experience required.
• Strong written and oral communication skills essential.

Responsibilities

• Provide administrative support for program functions.
• Manage meeting planning and schedules for the department.
• Coordinate travel arrangements for staff.

Skills

Communication

Customer Service

Problem Solving

Organization

Education

High school diploma

Bachelor’s degree

Tools

Microsoft Office Suite

Google Suite

Zoom

Adobe

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.

Established in January 2012, the Cancer Care Equity Program (CCEP) aims to place Dana-Farber Cancer Institute at the forefront of efforts to reduce disparities in cancer outcomes for historically marginalized groups locally and become a national model for translating cancer equity research into interventions.

CCEP seeks an Administrative Support Specialist II to provide administrative support to staff and the program under moderate supervision. The position uses various office software to produce reports, spreadsheet, presentations, or other documents as needed and may be required to interface with senior management, cross organizations, internal and external customers. For all of these, the work requires the application of well-established techniques, procedures, standards and clear communication skills.

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.

Under moderate supervision, will perform the following:

• Perform financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation or general office supply ordering.
• Provide administrative support in the development and implementation of program functions.
• 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, including preparing agendas, generating minutes, following up on action items and supporting related program initiatives and projects.
• Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing.
• Draft communications for members of the department or individuals that the position is supporting for review.
• Serve as a point of contact between staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters.
• Assist with planning and execution of seminars, meetings, and special projects.
• Triage inquiries and provide general problem resolution related to program with appropriate level of urgency.
• Coordinate travel arrangements as required/needed by department staff.
• Keep all members of the team up to date with relevant program information.
• Support the training and onboarding new program staff.
• May be responsible for promoting the program through various channels such as social media, email newsletters, or community outreach efforts.

Minimum Education:

High school diploma required. Bachelor’s degree preferred.

Minimum Experience:

3 years of relevant experience.

License/Certification/Registration:

N/A

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 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.

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. Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse 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.

EEOC Poster