Program Administrator I

Dana-Farber Cancer Institute•Boston, MA

About The Position

The Program Administrator will provide operational and administrative support to the Center for Global Health, under the supervision of the Center’s Assistant Director. The Program Administrator’s work will support the CGH’s goal of reducing the burden of cancer in low- and middle-income countries through partnerships, innovative research, transformational education, and equitable care. The Program Administrator will coordinate CGH programmatic and communications activities to ensure that implementation is carried out following specified objectives. Responsibilities will focus on: The coordination and execution of communications activities for the Center, including monthly newsletters, annual reports, and website updates Providing logistical support for Center programming, including travel bookings, meeting scheduling, event support, and processing reimbursements and payments. In addition to the duties listed below, this role will also be responsible for the following department specific activities, 1.Provide logistical support for CGH events, including ordering catering and reserving venue spaces. 2.Provide administrative support in the planning and execution of visits to DFCI. Tasks will include booking flights and accommodation, collecting required documentation and paperwork, overseeing onboarding, reserving meeting venues, and overseeing development of agenda/schedule for visits. 3. Provide communication support for CGH, including: •Serves as a central point of contact between staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters. •Triage inquiries and provide general problem resolution related to program with appropriate level of urgency. •Prepares documents such as correspondence, reports, presentations, packets, and promotional material. •Promotes CGH activities and opportunities through various channels such as social media, email newsletters or community outreach efforts. •Supports development and dissemination of Center newsletters and reports. •Oversees website updates and maintenance, in coordination with DFCI communications office. •Assists with budget-related activities by tracking expenditures, maintaining receipts, and developing reports to the Assistant Director as requested. 4.May work on special assignments and projects as needed 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. Primary Duties and Responsibilities Provides operational and administrative support in the development and implementation of program functions. Staffs program meetings including preparing agendas, generating minutes, following up on action items and supporting related program initiatives and projects. May be responsible for maintaining program databases, collecting, and analyzing data, and preparing reports to track program progress and outcome. Serves as a central point of contact between staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters. Assists with planning and execution of seminars, meetings, and special projects. Triage inquiries and provide general problem resolution related to program with appropriate level of urgency. Maintains and manages processes associated with varied programs, projects, and events. Prepares documents such as correspondence, reports, presentations, packets. May be responsible for promoting the program through various channels such as social media, email newsletters or community outreach efforts. Keeps all members of the team up to date with relevant program information. May monitor budget, track expenditures/transactions, and handle financial administration projects as it pertains to the program. May work on special assignments and projects as needed.

Requirements

Strong written and oral communication skills.
Demonstrate cultural competence and sensitivity in a global health environment involving international collaborators.
Proficient knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.
Knowledge of trends, issues, and accepted practices relevant to the position.
Excellent attention to detail skills.
Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
Must possess the ability to problem solve with minimal guidance, maintain confidentiality, and pay attention to detail.
Excellent ability to organize, prioritize and follow-through.
Ability to apply independently a wide variety of policies/ procedures where specified guidelines may not exist.
Excellent interpersonal skills; mature, dependable, enthusiastic, motivated.
High School Diploma required.
3 years of experience working in a medical or scientific research setting or comparable technology-oriented business environment required.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Provides operational and administrative support in the development and implementation of program functions.
Staffs program meetings including preparing agendas, generating minutes, following up on action items and supporting related program initiatives and projects.
May be responsible for maintaining program databases, collecting, and analyzing data, and preparing reports to track program progress and outcome.
Serves as a central point of contact between staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters.
Assists with planning and execution of seminars, meetings, and special projects.
Triage inquiries and provide general problem resolution related to program with appropriate level of urgency.
Maintains and manages processes associated with varied programs, projects, and events.
Prepares documents such as correspondence, reports, presentations, packets.
May be responsible for promoting the program through various channels such as social media, email newsletters or community outreach efforts.
Keeps all members of the team up to date with relevant program information.
May monitor budget, track expenditures/transactions, and handle financial administration projects as it pertains to the program.
May work on special assignments and projects as needed.
Provide logistical support for CGH events, including ordering catering and reserving venue spaces.
Provide administrative support in the planning and execution of visits to DFCI. Tasks will include booking flights and accommodation, collecting required documentation and paperwork, overseeing onboarding, reserving meeting venues, and overseeing development of agenda/schedule for visits.
Serves as a central point of contact between staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters.
Triage inquiries and provide general problem resolution related to program with appropriate level of urgency.
Prepares documents such as correspondence, reports, presentations, packets, and promotional material.
Promotes CGH activities and opportunities through various channels such as social media, email newsletters or community outreach efforts.
Supports development and dissemination of Center newsletters and reports.
Oversees website updates and maintenance, in coordination with DFCI communications office.
Assists with budget-related activities by tracking expenditures, maintaining receipts, and developing reports to the Assistant Director as requested.