Senior Assistant, Operations and Staffing, Philanthropy

The Senior Assistant has dual reporting to the Assistant Vice President and Senior Associate Director of Administration and provides administrative support to operations and staffing initiatives and resources. This role will be responsible for maintaining directories, budgets, presentations, and drafting materials for the team. The Administration team in the Division of Philanthropy (300+ staff) acts as the liaison to the Institutes Human Resources Office, assisting managers and staff with the hiring process, professional development, and the employee experience including updates to the footprint (space), facilities, and supporting social engagement opportunities.

The onboarding of this role will include a comprehensive training process which includes completion of online modules, shadowing colleagues, as well as hands-on learning experiences throughout the first calendar year in the role.

Embody Dana-Farbers Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. Foster an ethical, positive, results-oriented culture founded on open communication.

This position is considered partially remote, with 2-3 days in the office at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside i must reside in New England: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, or Vermont.

**APPLICATION REQUIREMENTS:**

Resume and cover letter required with application submission.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute 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. We strive 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 physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

**Administrative Support (20%):**

+ Provide administrative support to the Assistant Vice President and Senior Associate Director of Administration. This includes but is not limited to:

+ Calendar maintenance;

+ SharePoint maintenance;

+ Drafting, reviewing, and editing documentation;

+ Creation of team agendas;

+ Responding to general Administration requests and questions within 24-hours;

+ Meeting preparation (presentations and minutes);

+ Budget reconciliation.

**Operations & Dynamic Work (15%):**

+ Process all vendor invoices for team, including creating and tracking purchase orders;

+ Assist in maintaining Division policies and procedures;

+ Partner on coordinating facilities projects (moves, painting, etc.) including large-scale moves and space planning;

+ Act as backup contact with 10 Brookline Place colleagues (security, facilities, Bulfinch, etc.) to maintain a highly-functioning footprint (storage spaces, conference rooms, kitchens, etc.).

**Staffing (60%):**

+ Maintain and update all staff directories: Organizational Chart, Philanthropy Phone Directory, and Assistant Phone Directory;

+ Create Service Request forms for Division hires which include details on the employee, their access, materials, and trainings;

+ Execute access, material, and training requests on a specific timeline;

+ Coordinate new employee processes including scheduling orientation, compiling onboarding binders, and other administrative tasks related to new hires;

+ Serve as the Divisions liaison to Telecommunications, General Services, and Facilities for new hires;

+ Prepare monthly staffing slides and annotated agendas for all-staff meetings, acknowledging new hires, promotions, and work anniversaries;

+ Assist with the coordination and hosting of bi-monthly Division of Philanthropy Information Sessions, including RSVP tracking and logistics coordination;

+ Circulate birthday and work anniversary messages daily to members of the Division of Philanthropy.

**Division-wide Initiatives (5%)**

+ Assist the Assistant Vice President, Social Engagement Committee, and other members of the team/Division in the planning and execution of staff engagement and other events as needed.

**SUPERVISORY RESPONSIBILITIES:**

N/A

High school diploma or equivalency required. Associates/Bachelors degree preferred. One year of administrative work experience required.

**KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:**

+ Strong Microsoft Office Suite skills (especially Excel) required.

+ Excellent written and verbal communications skills are necessary with a strong orientation to customer service.

+ Superior organizational skills and ability to manage a variety of projects are essential.

+ Proactive self-starter with the ability to work independently, as part of a team, and with a variety of stakeholders.

+ Interest in human resources and/or operations encouraged.

**PATIENT CONTACT:**

No.

**WORKING CONDITIONS:**

This position is considered partially remote, with 2-3 days in the office at 10 Brookline Place, Brookline, MA each week. Some evening or weekend work may be required.

**DIVISION OF PHILANTHROPY INCLUSION, DIVERSITY, & EQUITY COMMITMENT STATEMENT:**

Were stronger together. In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity and diversity of every individual within our community. Our collective voices donors, volunteers, staff, and patients alike allow us to work together towards a world without cancer. Committed to being a place of inclusivity, belonging, and change, these are our core values.

**_DFCI DISCLAIMER:_**

_The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an at-will employment relationship._

_External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis._

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks vacation time in addition to 10 paid holidays, a flexible work environment, and work/life balance. Dana-Farber offers a variety of personal, professional, and leadership development opportunities to all members of its workforce through Institutional programming. Division of Philanthropy offers 75+ specialized professional development sessions designed for staff each year through its in-house learning program, the Center for Advancement Training.*

*All benefits subject to Institute changes

_Were hiring!_ _Learn more_ _about working in the Division of Philanthropy and view all open positions._

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.

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 characteristics protected by law.

**EEOC Poster**

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