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Under moderate supervision, 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. The Administrative Specialist II uses 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 required the application of well-established techniques, procedures, or standards.
Job Responsibility:
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
Draft communications for members of the department or individuals that the position is supporting for review
May be responsible for data entry
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 escalate areas of need regarding workflows to supervisors
May participate in training and onboarding new staff
Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics
Other duties as assigned
Requirements:
High school diploma required
Bachelor’s degree preferred
3 years of relevant experience
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