Administrative Support Specialist, Legal

Dana-Farber Cancer Institute; Brookline (MA); On-site; USD 59,684 - 74,125; Full time

Job summary

Dana-Farber Cancer Institute in Brookline, Massachusetts, is seeking an Administrative Specialist II. The role involves various administrative functions supporting the Legal Department, including complex calendar management, legal correspondence, and document management. Candidates should have a bachelor's degree and at least 5 years of relevant experience. This position offers a hybrid work environment, combining remote and onsite tasks. A Notary Public certification is preferred, along with strong organizational and analytical skills.

Qualifications

• 5+ years of relevant experience in a legal, medical, scientific research, or technology-oriented business environment.
• Ability to work in a hybrid setting, both remote and onsite.
• Notary Public certification or willingness to obtain is preferred.

Responsibilities

• Coordinate scheduling of intricate meetings.
• Utilize Microsoft Office Suite for document production.
• Draft correspondence and maintain standard contracts and forms.
• Assist with medical record requests and perform legal research.

Skills

Calendar management

Microsoft Office Suite

Analytical skills

Problem-solving

Writing and proofreading

Education

Bachelor's degree

Job description

Administrative Specialist II provides a variety of administrative functions to the Legal Department. Interfaces regularly with senior management, physicians, internal and external clients, and outside legal counsel, requiring considerable tact and diplomacy. Position reports to the Legal Department Program Manager and supports four to six department team members at any time.

Responsibilities

• Coordinates scheduling of intricate meetings and oversees complex calendar management for multiple Legal Department team members.
• Utilizes various software, including Microsoft Office Suite, to produce reports, spreadsheets, presentations, and other documents as needed.
• Shares general office duties, including but not limited to ordering office supplies, screening phone calls, faxes and mail, and providing back‑up support to other department administrative team members.
• Drafts correspondence, reviews documents, and maintains and updates standard contracts and forms as needed.
• Assists with medical record requests, subpoenas, and performs legal research.

Knowledge, Skills, and Abilities Required

• Demonstrated ability to manage multiple electronic calendars and organize complex meetings.
• Ability to balance, coordinate, and execute multiple assignments and prioritize workload.
• Strong attention to detail, organization, independence, and responsiveness.
• Advanced organizational skills.
• Computer skills required include, but are not limited to, Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) with strong computer literacy preferred.
• Ability to exercise judgment, discretion, and confidentiality with sensitive matters.
• Strong analytical, critical, and creative thinking (strong problem‑solving skills).
• Ability to deal with high‑stress situations in a diplomatic and professional manner and demonstrate mature judgment.
• Ability to maintain confidentiality, discretion, diplomacy, and good judgment.
• Take initiative where appropriate.
• Writing, proofreading and drafting skills.
• Reliable and punctual.
• Ability to operate with complete autonomy, as needed.
• Ability to collaborate and work cooperatively and respectfully with attorneys and staff is imperative.
• Experience with basic legal research and ability to summarize findings in writing preferred.

Minimum Job Qualifications

The position prefers a bachelor’s degree and at least 5 years of relevant experience in a legal, medical, scientific research, or technology‑oriented business environment. Candidates should either be a Notary Public or be willing and eligible to obtain this certification. The position requires the ability to work in a hybrid setting, with both remote and onsite responsibilities as needed.

We are an equal‑opportunity employer and affirm 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.

Benefits

Pay Transparency Statement: $59,684.00 – $74,125.00. For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).