Administrative Specialist - Cell Manipulation Core Facility

About the role

The Administrative Specialist I, within the Cell Manipulation Core Facility, provides administrative support to staff, faculty member(s), or department(s) in their clinical, academic, research, and leadership roles. This position operates under close supervision and uses various office software to produce reports, spreadsheets, presentations, or other documents as needed. The role may require interfacing with senior management, cross-organizations, internal and external customers, applying well-established techniques, procedures, or standards.

Responsibilities

• Provide administrative support for the department, clinicians, and/or faculty.
• Perform administrative duties including answering phones, maintaining office supplies, managing incoming and outgoing mail, managing resource calendars, and submitting work orders for maintenance issues.
• Manage meeting planning and schedules for individuals and teams within the assigned department group.
• Liaise between patients and clinical staff to provide scheduling support.
• Draft communications for members of the department or individuals for review.
• Responsible for data entry as needed.
• Provide email and phone communication with internal and external teams or collaborators.
• Serve as onsite representative for external groups, visitors, or collaborators.
• Prepare general correspondence, letters of recommendation, Excel spreadsheets, and presentation preparation and editing.
• Handle financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation, and general office supply ordering.
• Coordinate travel arrangements as required by department staff.
• Maintain a high level of professionalism, discretion, and confidentiality regarding sensitive topics.
• Other duties as assigned.

Requirements

• High school diploma required; Bachelor’s degree preferred.
• 1 year of relevant experience.
• Good written and oral communication skills.
• Basic 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.
• Ability to identify and resolve problems, maintain confidentiality, and pay attention to detail.
• Ability to organize, multi-task, prioritize, and follow-through.

Patient contact: Yes, may have patient contact.

Benefits

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. We are committed to having faculty and staff who offer multifaceted experiences.

Pay

The hiring range for this position is $50,070.00 - $60,730.00, with individual salaries determined by factors such as business needs, market conditions, internal equity, and the candidate’s relevant experience, skills, and qualifications.