Administrative Specialist - Education Office

Reporting to the Director for Education Administration and working closely with the Director of Undergraduate Medical Education, the Administrative Specialist I provides administrative support to DFCI Education Office to advance Dana Farber Cancer Institute’s mission. The Administrative Specialist I uses various programs to produce schedules, reports, spreadsheets, presentations, or other documents as needed. The Administrative Specialist I may be required to interface with senior management, cross-organizations, internal and external stakeholders.

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 close supervision, will perform the following:

• Oversee the process of trainee scheduling for clinic sessions.
• Coordinate schedules for faculty and trainees.
• Distribute schedules to trainees and faculty.
• Track, update and communicate schedule changes.
• Distribute, collect, and track evaluations at the end of rotations.
• Utilize medical record system to streamline scheduling process.
• Liaise between trainees and clinical staff to support scheduling.
• Manage meeting planning and schedules for individuals and teams within the Education Office.
• Provide email and phone communication with internal and external teams or collaborators.
• Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing.
• Financial responsibilities including expense report processing, vendor payments, or invoice creation.
• Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• Provide general administrative support for the Education Office.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Excellent written and oral communication skills.
• Basic 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 identify and work to resolve problems, maintain confidentiality, and pay attention to detail.
• Ability to organize, multi-task, prioritize, and follow-through.

MINIMUM JOB QUALIFICATIONS:

• High school diploma required. Bachelor’s degree preferred.
• 1 year of relevant experience or customer service preferred.

License/Certification/Registration: N/A

SUPERVISORY RESPONSIBILITIES: No

PATIENT CONTACT: No