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.
Reporting to the VP, Chief Compliance Officer (CCO), the Compliance Administrator (CA) is responsible for the operational and administrative functions of the Compliance department. Ensures the day-to-day operations within the Department are managed seamlessly, executing a broad range of tasks. In addition to supporting the VP/CCO, assists three other Compliance Office staff members and works closely with a small number of staff aligned with the department (three dotted-line Compliance reports and their teams).
PRIMARY DUTIES AND RESPONSIBILITIES:
Works independently, approaches the work with a cross-functional mindset and will assume responsibility for select Compliance projects and initiatives, as directed.
Manages the department???s administrative operations including finances, program/department development, space maintenance, business operations, calendaring, information systems, meeting planning, travel accommodations, human resource, and contract management functions.
Develops materials, workflows, procedures, trainings and plans to ensure internal operations of the department are efficient and smooth; continually assessing and improving department systems and processes.
Works with the VP, the department and Finance to develop annual, mid and long-term budget expectations.?? Works with the same to monitor and manage the fiscal performance of the department.
Manages onboarding (and offboarding) of Compliance department staff, including department orientation and ensuring equipment/technology needs are met.
Ensures sufficient stock of supplies.
Maintains department???s equipment, technology, and software needs.
Maintains department???s intranet page.
Evaluates, prioritizes and triages sensitive and confidential compliance-related inquiries or incidents received by the department to the appropriate Compliance staff.
After receiving foundational Compliance training, provides answers to basic-level Compliance questions from Institute Workforce Members.
Documents inquiry responses and investigations in department???s database.
Ensures that invoices are paid in a timely fashion, expenses incurred are assigned to proper budget codes, and employees are reimbursed for departmental expenses, while ensuring adherence to the Institute???s fiscal policies.
Serves as primary administrative contact for department vendors, including managing contractual agreements, preparation and submission of requisitions, purchase orders, and other necessary forms and work pertaining to vendor management.
Participates in the coordination of department/program activities and plans.
Prepares and administers annual conflict of interest survey to DFCI management. Collates results and works with VP/CCO and Compliance Associate to develop management plans for conflicts of interest compliance issues that may arise as a result of the survey or other disclosures.
Achieves assigned annual workplan projects such as coordinate activities for compliance week, preparing guidance materials and communication messaging.
Monitors and tracks timely completion of performance evaluations, annual education updates, manage position control and similar forms, and requisitions for the department.
Completes a broad variety of administrative tasks including:
managing an active calendar of appointments,
scheduling and organizing large, multi-person meetings,
completing expense reports,
composing and preparing correspondence that is often sensitive and confidential,
arranging complex and detailed travel plans, itineraries, and agendas,
compiling materials for meetings,
prepare spreadsheets and other department materials,
conduct data entry,
perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, maintaining organization of the department physical space, and
answer phones respectfully and politely of CCO and Privacy Officer when working on-site.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Strong attention to detail; ability to allocate cognitive resources to achieve thoroughness and accuracy when accomplishing tasks ??? no matter the size or complexity of the work.
Ability to work efficiently and remain organized in their work and thrive in a team-based environment.
Demonstrated high level of professionalism in working with other executives, internal departments, government officials and often distressed staff and patients.
Willingness to lead by example in following Institution ethical policies and procedures, including in commitment to inclusion, diversity and equity.
Ability to complete work in a judicious and timely manner ??? taking a proactive approach to managing the department calendars, workflows and projects.
Superior written, reading, proofreading, editing, organizational and communication skills.
Reliable, thoughtful and punctual.
Expertise in Outlook (email, calendar and tasks), Excel, PowerPoint, SharePoint (or similar tool) and Visio.?? Access and case management proficiency strongly preferred.
Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
Excellent ability to organize, prioritize, follow-through and multi task.
Ability to speak up and request assistance and guidance in prioritizing tasks when there are competing interests/priorities.
Strong commitment to maintain patient and employee confidentiality and privacy.
Commitment and ability to:
work in a team-based environment,
handle patient and staff interactions/communication with extreme care, patience and consideration, and
create an environment with open channels of communication with the CCO, within the department, the Institute, patients and other external parties.
Approaches problems with curiosity and open-mindedness and offer new ideas, solutions and/or options.
Strong commitment to inclusion, diversity and equity.
Demonstrates discretion, diplomacy, and good judgment.??
Embraces accountability; being to admit to ??? and learn from ??? errors; willingness to explore ways to prevent recurrences.
Strong interest in learning ??? soft and technical skills, as well as substantive topics.
Strong communication and presentation skills; being able to clearly and concisely express ideas in groups and one-to-one conversations, and in formal and informal documents and materials.
Ability to adapt writing and communications styles to fit the audience.
Project management and change management skills; ensuring projects come to fruition from inception to completion.
Ability to break work down into component parts, track, complete and report out on those component parts swiftly and accurately.
Ability to deal with high stress situations in a diplomatic and professional manner.
High level of independent functionality, resourcefulness, collaboration, good problem-solving and organizational skills.??
Budget preparation, monitoring and management.
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.
Bachelor???s degree or equivalent years of experience.
Six years??? experience in an office setting supporting high volume, multi-functional individuals and a fast-paced department.
Previous department administration or department management experience, preferably in a Compliance department, hospital/academic medical center, health care, scientific or legal department.
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.
Located in Boston and the surrounding communities, 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 under-served members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.