Administrative Support Specialist- Clinical Research
Dana-Farber Cancer Institute
Location: Boston, Massachusetts
Internal Number: 2023-36193
This position provides a variety of administrative functions to support the GI Translational Research Program. Uses various MS Office software to produce reports, spreadsheets, presentations or other documents as needed. Knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.
Administrative skills including strong calendar management, communication, supply ordering and database management are a must. This person will work closely with the Research Project Management and Research Data Specialist Team(s) to ensure day-to-day and long-term goals are met for the group. Ability to work onsite minimum of 3 days per week is required.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
Responsible for scheduling meetings for individuals supported, including conference room scheduling.
Responsible for Zoom/other virtual meeting scheduling and support.
Responsible for staff schedule management for a large biobanking research tea,
Has the discretion of moving or cancelling meetings on behalf of the individual/s supported.
Coordinates travel arrangements for individuals supported, as well as visitors, which can include international travel to and from the US.
May assist with the onboarding of new staff members.
Responsible for ordering of supplies and ensures equipment is maintained.
May be asked to cover for other administrative support staff during absences.
Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments and creates invoices.
Advanced Administrative Support & Budgeting:
Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required. May also be responsible for coordinating departmental group meetings.
Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
Assists with document preparation (including proofreading and editing).
Assists with the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
Coordinates moves, meetings assignments, equipment upkeep and timekeeping oversight.
Plays a leadership role in organizing events, including coordination of activities between institutions.
Takes initiative on creating original letters on behalf of individual/s supported for review/edit.
Responsible for compiling budgeting information and providing account reporting/analysis for the department.
Assist in development/design of websites pertaining to the specific area. Assists with website maintenance as needed.
May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
May assist in the training of new administrative support staff within the group.
Perform duties related to other special projects as required.
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.
Bachelor's degree required and/or a minimum of 5-8 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving.
Demonstrated ability to coordinate complex projects and other assignments.
Excellent written and oral communication skills.
Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel.??
Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
Must posses the ability to maintain confidentiality and pay attention to detail.
Excellent ability to organize, prioritize and follow-through.??
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 groups as protected by law.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to under-served members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.