Dana-Farber Cancer Institute Hiring for Executive Support Specialist – Cancer Biology at Boston, MA  Full Time

The Department of Cancer Biology is seeking an Executive Support Specialist to support a group of faculty members and their laboratories. Duties will vary based on the needs of assigned faculty and the department, with general responsibilities as outlined below. The new hire will be a member of the Executive Support Team in the Cancer Biology Business Office (CBBO), and as such, along with other team members, will also participate in planning CBBO projects and special events, provide training for new administrative staff, and provide coverage during staff absences.

The successful candidate will enjoy working in a fast-paced, diverse, multicultural environment, and will be flexible and willing to assist anyone in their assigned lab(s) and across the department as needed. They will have excellent attention to detail, ability to independently prioritize multiple responsibilities, and ability to forge strong working relationships with colleagues. Successful members of the team will develop broad knowledge of Dana-Farber as an institution as well as of the conduct and administration of basic and translational research.

The Executive Support Specialist will report directly to the Department Administrative Lead, potentially with a joint report to an assigned faculty member.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute (DFCI) 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.Westrive 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 physicians and researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

This position’s work location is partial remote with two days per week remote and 3 days on-site required. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI).

PRIMARY DUTIES AND RESPONSIBILITIES:

• Provides knowledgeable and skilled general administrative support for multiple faculty and laboratories.
• Provides advanced communications support for faculty, determining appropriate action in response to all inquiries.
• Manages faculty members’ calendars; triages issues as they arise; may act as the faculty’s designee in specified areas as directed. Anticipates conflicts before they arise.
• Provides complex travel management.
• Provides managerial, administrative, or secretarial support for faculty which may include supporting, managing and developing designated programs or projects as directed.
• Professionally prepares and/or processes documents and correspondence that may be highly confidential or politically sensitive in nature.
• Coordinates group meetings and conferences, seminars, etc. for assigned labs. May also coordinate department- or program-wide activities.
• Ensures requested reports, letters, agreements, or other documents are prepared and processed in a timely manner.
• Processes reimbursements and purchasing card reconciliations timely and in accordance with institute and funding sponsor policies.
• Coordinates the hiring and onboarding for assigned labs, serving as the primary liaison with the Human Resources (HR) department for hiring process.
• Maintains faculty CVs, training history tables, and lab rosters
• Processes appointment paperwork for Harvard Medical School appointments for Research Fellows and others as needed
• Orders and maintains office equipment and supplies

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff. Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we.If working in this kind of organization inspires you, we encourage you to apply.

Minimum Qualifications:

• Bachelor’s degree or equivalent experience or training required. College level course work highly desirable.
• 2-3 years experience in an office setting required, preferably supporting a senior executive or professional group.
• Experience working in an academic medical/scientific research setting or comparable technology-oriented business environment is strongly preferred.

Knowledge, Skills, and Abilities:

• Excellent interpersonal, oral and written communication skills
• Excellent attention to detail and organizational skills
• Strong critical thinking and problem-solving skills
• Excellent customer service skills and the ability to interact professionally with peers, leadership and external contacts
• Ability to prioritize, multitask and meet deadlines
• Ability to work with diverse groups of people in an environment of frequently changing priorities and deadlines
• Ability to work independently
• Demonstrated ability to draft correspondence and other administrative documents as needed
• Demonstrated ability to organize meetings and carry out complex scheduling 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.