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 underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
These positions provide a variety of administrative functions to staff, faculty member/s or department/s. Uses 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 senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.
The Compliance Department Administrative Support Specialist II provides administrative support to Dana-Farbers Compliance Department with a high level of independent functionality. The Specialist multi-tasks a number of Department priorities, maintains complex schedules and helps manage the Department. S/he is resourceful, a good problem solver and organized. Assures a steady completion of workload in a timely manner, takes a proactive approach to managing calendars, workflows and projects. The work is approximately 70 percent calendar management/scheduling (and other routine administrative support services) for the five compliance staff members and 30 percent project-based work for the staff and the Department. The Specialist is efficient and comfortable being a member of a team. The Specialist must be proficient in Microsoft Outlook and will use various office software to produce reports, spreadsheets, presentations or other documents as needed. Requires knowledge of Institute policies and practices and is required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy. The Specialist will work in close collaboration with administrative support within the Office of General Counsel and many other Departments throughout the organization. The Specialist provides administrative assistant support for the five compliance staff members, but the Department is likely to grow in size over time.
Scheduling meetings for Compliance Department staff, including conference room scheduling.
Document preparation, data entry and handling of mass mailing projects.
Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of the office area.
Work closely with Compliance Department staff in documenting compliance investigations in the Departments case management tool.
Coordinate and prepare some materials for Board-level and management-level committees. Responsible for taking and preparing minutes for management-level commitments.
Assist the VP, Chief Compliance Officer in administering annual management conflict of interest survey.
May lead internal committees and task forces, as directed by Compliance Department staff, depending on skill set and ability to achieve other administrative tasks.
Plays a strong leadership role in organizing compliance events.
Maintain Compliance Department external and internal websites.
Coordinate travel arrangements for Compliance Department staff.
Compile budgeting information and providing account reporting/analysis for the department.
Perform duties related to other special projects, including project management, as requested by Compliance Department staff.
Answers phones respectfully and politely and directs calls to appropriate parties.
Assist with the onboarding of new staff members, including training on Compliance Department policies and procedures.
Responsible for ordering of supplies and ensures equipment is maintained.
Prepare monthly expense reports, perform procurement card reconciliations.
Aid in vendor payment process.
Understands the Institutes policies and procedures and teaches others through the modeling of their behavior.
Bachelors degree required and/or a minimum of 5-8 years relevant experience, preferably in a Compliance Department, hospital or legal department. Excellent written and oral communication skills required, along with an expert knowledge of computer applications, including all Microsoft applications (mainly, Outlook, PowerPoint, Visio and Excel). Critical thinking skills necessary, along with the ability to identify Institute resources within the Institute and take a proactive approach to problem solving. Demonstrated ability to coordinate complex projects and other assignments. Operates with autonomy, collaborates with others and leads effectively and efficiently.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Excellent written, reading, proofreading and oral communication skills.
Reliable and punctual.
Superior proficiency in Outlook, Excel, PowerPoint, Sharepoint (or similar tool) and Visio. Access and case management proficiency strongly preferred.
Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
Strong attention to detail.
Excellent ability to organize, prioritize and follow-through.
Strong commitment to maintain patient and employee confidentiality and privacy.
Commitment and ability to:
work in a team-based environment;
handle patient interactions/communication with extreme care, patience and consideration; and
create an environment with open channels of communication within the Institute with workforce members, patients and others.
Approach problems with curiosity and open-mindedness and offer new ideas, solutions and/or