Administrative Support Specialist at Dana-Farber Cancer Institute in Milford, Massachusetts

Job Description:

Job ID:24228

Location:20 Prospect Street,

Milford,
MA 01757


Category:Administration Support/Customer Service

Employment Type:Full time

Overview

These positions provide a variety of administrative functions to support the leadership team and providers in the practice. Use various office software to produce reports, spreadsheets, presentations or other documents as needed. Requires knowledge of Institute policies and practices and may be required to interface with management, cross-organizations as well as internal and external customers.

Requirements

Administrative Support Associate:

With direct supervision, provides general administrative support as follows:

• Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.


• Responsible for scheduling meetings for leadership team and providers, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.


• Coordinates travel arrangements for individuals supported.


• May assist with the onboarding of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats, etc.


• Responsible for ordering of supplies and ensures equipment is maintained


• Answers phones and directs calls to appropriate parties.


• Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area.


• May be asked to cover for other administrative support staff during absences.


• Perform duties related to other special projects as required.


• Meeting planning and coordination including management of Outlook calendars for Medical Director, Operations Director, Nurse Director and Physicians.


• Works with practice coordinator staff to block clinic schedules as needed for meetings, provides patient scheduling assistance if necessary.


• Order business cards and letterhead for new and existing providers/staff.


• Maintain provider/staff listings and distribution lists.


• Maintains all licensing, CME accruals and other related documents for providers.


• Prepares monthly expense reports.

Administrative Support Specialist I:

Under limited supervision, in addition to those responsibilities listed under the Associate role, also provides specialized administrative support as follows - including the coordination of hiring requisitions and associated paperwork.

• 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.


• May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.


• May be responsible for the recruitment support of candidates.


• Maintains call schedule and works closely with physicians to make any changes and communicate those changes appropriately to the various hospitals/departments.


• Prepares monthly expense reports, performs Pcard reconciliations, processes requests for vendor payments


• May be asked to be a representative in committees, cross-department responsibilities and/or task forces.


• May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight


• May assist in the training of new administrative support staff within the group.

Qualifications

Administrative Support Specialist I: Bachelor's degree preferred with a minimum of 3-5 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred. Demonstrated ability to draft correspondence and have exemplary oral and written communication skills. Advanced computer skills are required. A certain degree of creativity and latitude is required and relies on experience and judgment to plan and accomplish goals.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

All positions in this job family require the following:

• 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.

Apply

Job ID:24228

Location:20 Prospect Street,

Milford,
MA 01757


Category:Administration Support/Customer Service

Employment Type:Full time

Apply Now