"Administrative Specialist - Adult Palliative Care"

The Department of Supportive Oncology (SO) is composed of five divisions that offer unique services and conduct research with one important goal: To help patients and their families maintain the best quality of life during and after treatment.

Housed within SO, the Division of Adult Palliative Care is comprised of an interprofessional team of physicians, NPs/PAs, nurses, and social workers that provide state-of-the-art palliative care to seriously ill patients in our inpatient and outpatient services. Our team helps cancer patients, and their families maintain the best quality of life during and after treatment.

Under moderate supervision, the Administrative Specialist II will schedule patient appointments and liaise between patient, clinical staff, and other departments to provide scheduling support. 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. In this role, the Administrative Specialist II may use 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 requires the application of well-established techniques, procedures, or standards. This role requires the ability to work independently.

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.

Primary Duties and Responsibilities:

Under moderate supervision, will perform the following:

1. Provide administrative support for Directors, department managers, clinicians, and/or faculty.
2. 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.
3. Manage meeting planning and schedules for individuals and teams within assigned department group.
4. May liaise between patient and clinical staff to provide scheduling support.
5. Draft communications for members of the department or individuals that the position is supporting for review.
6. May be responsible for data entry.
7. Provide email and phone communication with internal and external teams or collaborators.
8. May serve as onsite representative for external groups, visitors, or collaborators.
9. Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing.
10. Financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation or general office supply ordering.
11. Coordinate travel arrangements as required/needed by department staff.
12. Expected to identify and escalate areas of need regarding workflows to supervisors.
13. May participate in training and onboarding new staff.
14. Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
15. Other duties as assigned.

Knowledge, Skills and Abilities:

• 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.

Minimum Job Qualifications:

Minimum Education:
High school diploma required. Bachelor’s degree preferred.

Minimum Experience:
3 years of relevant experience.

Supervisory Responsibilities:
None

Patient Contact:
Yes, may have patient contact

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).
$56,310.00 - $69,930.00