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.
To provide varying degrees of administrative support to a member of the Executive Management Group, which may include typing, filing, scheduling meetings, managing subordinate support staff, acting as liaison with other Institute executives, developing policies and procedures, independently completing projects as assigned.
The Executive Support Specialist (ESS) will provide administrative support for the Chair of the Department of Radiation Oncology. The Department is affiliated with Harvard Medical School and is a combined effort between the Dana-Farber Cancer Institute, Brigham and Women's Hospital, Boston Children's Hospital and the Dana-Farber Brigham and Women's outreach Cancer Centers in Milford, South Shore, and Mansfield, Massachusetts. The Department has a close affiliation in Bermuda and also supports an affiliation in China.
PRIMARY DUTIES AND RESPONSIBILITIES:
The ESS serves as the primary administrative contact for the office of the Chair of the Department of Radiation Oncology, performing calendar management, conference registration, travel logistics, processing reimbursements as applicable, meeting preparation, event planning, creating PowerPoint presentations, and other administrative tasks and project work as needed. The ESS must demonstrate mature and professional judgment and work to build and foster strong working relationships with faculty and staff (including faculty and staff outside the RadOnc Department). It is imperative that the ESS can be heavily relied upon, take initiative and work to identify problems before they arise.
Specific responsibilities include the following:
Understand and support the mission and objectives of the Department of Radiation Oncology.
Complex calendar management and ability to anticipate conflicts before they arise. Accurately schedule a high volume of appointments and meetings in a timely manner. As needed, reserve meeting location, order needed supplies, food, and other services and prepare/communicate agenda/minutes.
Work as a liaison for the clinical/patient care coordinator team to assist in determining the Chair's availability for patient scheduling, call coverage and other patient care logistics as needed. Work to ensure clinical and administrative responsibilities are not in conflict in close coordination with the Chair.
Assist in preparing executive presentations. Includes research, data collection and drafting slides ahead of the Chair's presentation to groups such as boards of directors, committees, donors and senior executives.
Draft, edit, format, and assist in submission of manuscripts, grants and peer reviews for journal articles etc. Includes tasks such as helping to prepare figures and preparing reference/citation libraries and bibliographies.
Conserve Chair's time by reading, researching, and routing correspondence, as well as preparing reports, forms, and documents in rough draft form for clinical, administrative or research purposes, including highly complex and/or confidential financial/business documents. Proofread and edit materials for accuracy, consistency and clarity.
Draft, review/edit and send effective communications on behalf of the Chair with key internal/external constituents, including but not limited to physicians, staff, administrative leaders, donors, patients, and other individuals outside the department.
Support departmental academic promotions and advancement processes in coordination with departmental leadership and staff. This requires attention to detail and tracking mechanisms to ensure timely submission of material.
Prepare Chair's credentialing files and renew all professional licenses.
Track Chair's CME's and maintain CV.
Assist in drafting letters of recommendation.
Prepare complex travel arrangements, including airline reservations, hotel accommodations, various transportation, dinners, and other related activities. Make adjusts as needed in a timely and organized manner.
Collect, organize, prepare and submit information for travel and other expense reimbursements.
Monitor and reconcile Chair's expenses, researching and resolving items as needed.
Monitor and maintain Chair's record keeping systems, including highly sensitive and/or critical administrative and financial information.
Maintain the office suite including ordering office supplies, answering the phone, check Chair's mailboxes, open mail and maintain office equipment.
Provide trouble-shooting and work to resolve information systems issues impacting the Chair's ability to fulfill her role.
Other duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Excellent reading, writing, and speaking skills required
Demonstrated ability to handle sensitive information and situations with poise, confidentiality and professionalism
Ability to initiate and/or draft reports, correspondence, and other administrative documents
High proficiency using MS Word, PowerPoint, SharePoint, Excel and Endnote
Demonstrated competency with office systems and standard computer programs; ability to teach others as needed
Careful attention to detail
Ability to thrive in a busy work environment
Ability to work closely with Departmental stakeholders (i.e. the Vice-Chair of Clinical Operations and Executive Director)
Excellent organizational skills and ability to handle multiple projects simultaneously
Ability to work collaboratively with a wide range of people and diverse cultures
No direct reports.
Bachelor's degree or equivalent experience or training desirable. College level course work highly desirable.
5 - 7 years experience in an office setting, including at least 2 years experience providing administrative support of a project or program.
Experience working in an executive level office and/or an academic medical/scientific research setting, or comparable technology-oriented business environment is preferred.
Excellent English language reading, writing, and speaking skills required.
Demonstrated ability to initiate and/or draft reports, correspondence and other administrative documents as needed.
Ability to multi-task, organize meetings, and maintain complex scheduling is required.
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.
Internal Number: 2020-20506
About Dana-Farber Cancer Institute
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.