Administrative Specialist - Medical Oncology

Center for Patient Derived Models - Dana-Farber Cancer Institute; Boston (MA); Hybrid; USD 40,000 - 60,000; Part time

Job summary

Join a leading cancer research institute as an Administrative Specialist in a part-time, hybrid role. This position involves supporting a dynamic team in managing administrative activities for a multi-project research grant. You will collaborate closely with clinicians and faculty, ensuring that grant deliverables are met and organizing key meetings. The ideal candidate will possess strong communication skills and a commitment to exceptional customer service. This is a fantastic opportunity to contribute to groundbreaking cancer research while enjoying a flexible work environment.

Qualifications

• 1+ years of relevant experience in administrative roles.
• Strong written and oral communication skills are essential.

Responsibilities

• Provide administrative support for the department and clinicians.
• Manage calendars, schedules, and travel arrangements.
• Handle financial tasks including expense reports.

Skills

Microsoft Office

Google Suite

Zoom

Adobe

Written Communication

Oral Communication

Customer Service

Organizational Skills

Education

High School Diploma

Bachelor's Degree

Job description

Administrative Specialist - Medical Oncology

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Administrative Specialist - Medical Oncology

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Job Ref: 44138

Location: 450 Brookline Ave, Boston, MA 02215

Category: Administration Support/Customer Service

Employment Type: Part time

Work Location: Hybrid: 2-3 days onsite/week

Overview

This position is part-time (Mon-Fri - 4 hours per day) and partially remote. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).

Duties

Dana-Farber Cancer Institute (DFCI) seeks a qualified Admin Support Specialist to oversee administrative activities for a multi-investigator, multi-project, highly collaborative National Cancer Institute research grant that connects basic scientists with prostate cancer clinicians. This individual will work with stakeholders across the Dana-Farber/Harvard Cancer Center, specifically with the DF/HCC Prostate SPORE’s Principal Investigator - Dr. Beltran. Additional duties will include:

• Monitoring Special Funds related to the grant.
• Collaborating with the Lead SPORE Administrator to ensure grant deliverables such as progress reports are met on time.
• Attending all SPORE symposia and retreats.
• Organizing and coordinating External Advisory Board (EAB) meetings, including travel arrangements for investigators and EAB members.
• Preparing pre-meeting materials and assisting with EAB reports in collaboration with EAB members.
• Meeting with leadership and Research Administration teams monthly to review organizational issues.

Located in Boston and surrounding communities, Dana-Farber Cancer Institute is a leader in breakthroughs in cancer research and patient care. We are committed to creating an inclusive, diverse, and equitable environment, providing compassionate and comprehensive care to patients of all backgrounds. We conduct groundbreaking research, educate future physicians and researchers, and collaborate with partners including Harvard Medical School-affiliated hospitals.

Responsibilities

• Providing administrative support for the department, clinicians, and faculty.
• Performing duties such as answering phones, managing office supplies, handling mail, managing calendars, and submitting work orders.
• Managing meeting schedules for individuals and teams.
• Supporting scheduling for patient and clinical staff.
• Drafting communications for department members or individuals supported.
• Data entry as needed.
• Communicating via email and phone with internal and external contacts.
• Representing the department onsite for external visitors or collaborators.
• Preparing correspondence, letters of recommendation, spreadsheets, presentations, and editing documents.
• Handling financial tasks including P-Card reviews, expense reports, vendor payments, and office supplies.
• Coordinating travel arrangements.
• Maintaining professionalism, discretion, and confidentiality on sensitive topics.
• Performing other duties as assigned.

Qualifications

• High school diploma required; Bachelor’s degree preferred.
• At least 1 year of relevant experience.
• License/Certification/Registration: Not applicable.

Knowledge, Skills, and Abilities

• Strong written and oral communication skills.
• Basic proficiency with Microsoft Office, Google Suite, Zoom, and Adobe.
• Exceptional customer service and professional interaction skills.
• Ability to resolve problems, maintain confidentiality, and pay attention to detail.
• Organizational skills, multitasking, prioritization, and follow-through abilities.

At Dana-Farber, we strive to create an innovative, caring, and inclusive environment. We are committed to diversifying our faculty and staff, and we encourage applicants from all backgrounds to apply.

Dana-Farber Cancer Institute is an equal opportunity employer, considering all qualified applicants without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.