Senior Administrative Specialist

Dana-Farber Cancer Institute; Foxborough (MA); On-site; USD 63,000 - 76,000; Full time

Job summary

Dana-Farber Cancer Institute, located in Boston, seeks a Senior Administrative Specialist to support staff, faculty, and leadership across clinical, academic, and research domains. You will prepare reports, manage calendars, handle communications, and coordinate travel, while maintaining confidentiality and high professionalism.

The role requires strong MS Office, Google Suite, Zoom, and Adobe skills, plus excellent communication and organizational abilities.

Qualifications

• Excellent written and oral communication skills.
• Advance knowledge of 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 independently problem solve, maintain confidentiality, and pay attention to detail.
• Excellent ability to organize, multi-task, prioritize, and follow-through.

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. May be responsible for data entry management, analysis, and/or reporting. 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 be responsible for leading training and onboarding of new staff. May provide mentorship or supervision to junior administrative staff.
• Drafts written communication on behalf of leader or provider.
• May lead projects as needed.
• Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• other duties as assigned.

Skills

Communication skills

Customer service

Problem solving

Organization

Multitasking

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Suite

Zoom

Adobe

Job description

Under minimal supervision, the Senior Administrative Specialist 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 Senior Administrative Specialist uses various office software to produce reports, spreadsheet, presentations, or other documents as needed. The Senior Administrative Specialist 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, and 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.

Under minimal supervision, will perform the following:

• 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. May be responsible for data entry management, analysis, and/or reporting. 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. C
• oordinate travel arrangements as required/needed by department staff. Expected to identify and escape areas of need regarding workflows to supervisors.
• May be responsible for leading training and onboarding of new staff. May provide mentorship or supervision to junior administrative staff.
• Drafts written communication on behalf of leader or provider.
• May lead projects as needed.
• Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics. O
• ther duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Excellent written and oral communication skills.
• Advance 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 independently problem solve, maintain confidentiality, and pay attention to detail.
• Excellent ability to organize, multi-task, prioritize, and follow-through.

SUPERVISORY RESPONSIBILITIES: No

PATIENT CONTACT: Yes, may have patient contact.

MINIMUM JOB QUALIFICATIONS:

Minimum Education:

• High school diploma required. Bachelor’s degree preferred.

Minimum Experience:

• 5 years of relevant experience.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusiveenvironment 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 compassionateprofessionals, 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.

EEO Poster

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).

$63,320.00 - $75,940.00