Administrative Support Specialist, Merrimack Valley

Company: Dana-Farber Cancer Institute
Location: Haverhill
Posted on: November 17, 2019

Job Description:

The Administrative Specialist reports directly to the Operations Director and provides skilled administrative support to the leadership team (Operations Director, Director of Nursing & Clinical Operations, Medical Director, Practice Manager, and Nurse Manager) and staff and Providers. The Administrative Specialist will provide administrative support, including coverage for check-in/check-out, end-of- day tasks, and other front desk functions. The Administrative Specialist will coordinate directly with the Dana-staff at the Longwood campus, as appropriate. Under the direction of the leadership team, he/she assists with advanced administrative tasks such as managing schedules, running reports, creating spreadsheets, presentations, maintaining financial and contract information in organized and accessible filing systems, supporting marketing and community outreach activities and events, coordination of volunteer activities and providing general administrative assistance to ensure smooth daily operations. Requires knowledge of Institute policies and practices and interfaces with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy. Is expected to exhibit professional behavior through adherence to DFCI and site-specific policies, procedures, and codes of conduct.Dana-Farber Cancer Institute is opening a new location at 5 Branch Street in Methuen, MA, to offer cancer and blood disorder care and outpatient services to adult patients in Merrimack Valley. This new facility, Dana-Farber Cancer Institute Merrimack Valley, unites Dana-Farbers current physician practice sites in Lawrence and Methuen into one hospital outpatient location. 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.Administrative Support to Leadership Team and Practice

• Prepare documents, general correspondence, creates Excel spreadsheets, Power-Point presentations, reports, and correspondence that may be highly confidential or politically sensitive in nature.
• Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of clinic area.
• Plan and coordinates meetings; arranging for audiovisual equipment and food services, takes meeting minutes and distributes to attendees.
• Coordinate conferences or other group meetings, and arrange travel plans as needed.
• Coordinate conference room/consult room booking.
• Assist with personnel-related administrative procedures for leadership team.
• Order and receive office supplies, ensure maintenance of par levels of supplies, maintain adequate supply of necessary paper forms, ensures equipment is maintained.
• Assists with program and event planning as needed.
• Organizes and maintains financial and contract information.
• Receive shipments for practice and places supplies and stock items in the proper storage area(s).
• Assists with recruitment processes, coordination of interviews and the on-boarding of new staff members. When applicable, assists in obtaining keys, badge access, lockers, lab coats and other supplies.
• Assists with academic and hospital appointment processes, and the maintenance of licenses, credentialing and certificationsSupport for Daily Operations
  • Answer telephones and directs calls to appropriate personnel.
  • Screen calls and triages appropriately.
  • Provides coverage for administrative support staff, including scheduling and check-in/check-out functions, greeting and arriving patients, booking/rescheduling appointments, scheduling ancillary appointments and referrals (lab, imaging, radiation oncology, surgical, etc), end of day reports, reconciliations, no show/cancellation lists, work-queues, etc.
  • Support other unit operation requests from leadership team, Practice Manager, Nurse Manager, Providers and staff.
  • Maintains and updates Physicians, Nursing and Specialty/Support Provider schedules, blocking accordingly for meetings and vacations.Marketing, Community Outreach, Volunteer and Resource Room Support
    • In conjunction with the Director of Nursing, Nurse Manager and Practice Manager, coordinates volunteer coverage for the unit.
    • Assist with training new volunteers.
    • Assist with the coordination of Community Outreach activities as requested.
    • Ensure brochures, literature and marketing materials are updated and there is an adequate supply.
    • Orders materials for Resource Area.Minimum Job Qualifications:
      • Bachelors degree or College coursework preferred.
      • Minimum of 3-5 years relevant experience working in an administrative support role in a medical office or healthcare setting.
      • Demonstrated ability to draft correspondence and have exemplary oral and written communication skills.
      • Working knowledge of Epic or other hospital/professional services electronic medical records/billing systems.
      • Advanced computer skills are required and strong understanding of Microsoft Office product suite.
      • A certain degree of creativity and latitude is required and relies on experience and judgement to plan and accomplish job responsibilities.Knowledge, Skills, and Abilities:
        • Knowledge of medical terminology preferred.
        • Excellent customer service skills; effective communicator and communication skills, both written and verbal, and the ability to interact professionally with peers, leadership and external contacts.
        • Knowledgeable of computer applications including Microsoft Office, Outlook, Word, Excel and PowerPoint.
        • Self starter with strong team player/builder and leadership abilities.
        • Strong problem solving skills, balance multiple tasks and follow-through.
        • Ability to be organized in a fast-paced environment, prioritize and meet pre-determined deadlines.
        • Must posses the ability to maintain confidentiality and attentiveness to detail.
        • Excellent ability to organize, prioritize and follow-through
        • Advanced technical skills, as appropriate.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.Job ID: 2020-17487 Grade: 18 External Company URL: www.dana-farber.org

Keywords: Dana-Farber Cancer Institute, Haverhill , Administrative Support Specialist, Merrimack Valley, Administration, Clerical , Haverhill, Massachusetts