Communications & Marketing Coordinator

Dana-Farber Cancer Institute - Boston, MA

Full-time - Entry Level

Boston, MA

Professional, Scientific, and Technical Services

About the position

The Communications and Marketing Coordinator at Dana-Farber Cancer Institute plays a vital role in providing administrative and project support to the Communications and Marketing department. This position operates under the guidance of the Chief of Staff and is responsible for promoting the institute and its collaborations to various internal and external audiences. The role is situated in a dynamic and fast-paced environment, requiring interaction with senior management and various stakeholders, necessitating professionalism and tact in all communications. Dana-Farber Cancer Institute is renowned for its groundbreaking work in cancer research and patient care, and the Communications and Marketing Coordinator will contribute to this mission by coordinating administrative tasks and supporting project initiatives. The position is hybrid, allowing for two to three days of remote work per week, with the stipulation that remote work must be conducted from a New England state. Key responsibilities include preparing monthly expense reports, reconciling Corporate Purchasing P-cards, processing purchase orders, vendor payments, and creating invoices. The Coordinator will also provide administrative support for contract processing, assist with budgeting information, and help schedule meetings using MS Outlook and Zoom. Additional duties involve assisting in presentation development, covering for other staff during absences, onboarding new team members, and organizing departmental events. The role also encompasses general office duties such as answering phone lines, maintaining office cleanliness, and producing various reports and documents as needed.

Responsibilities

• Coordinate administrative and project support for dedicated teams within the Communications and Marketing department.
• Prepare monthly expense reports and perform Corporate Purchasing P-card reconciliations.
• Process requests for purchase orders, vendor payments, and create invoices.
• Provide administrative support for MSA/BAA contract processing and set up new vendors in the payment system.
• Compile budgeting information and provide account reporting/analysis for dedicated teams.
• Assist with scheduling, moving, or cancelling meetings using MS Outlook and Zoom.
• Assist in presentation development and meeting preparation.
• Perform special projects assigned by dedicated team leads.
• Cover for other communications and marketing administrative support staff during absences.
• Assist with onboarding new staff members and training new coordinators/administrative support staff.
• Represent the department in committees, cross-department responsibilities, and task forces as needed.
• Help organize events and coordinate activities for the department.
• Answer department phone lines and triage or fulfill requests as needed.
• Perform general office duties such as copying, filing, sorting mail, and greeting visitors.

Requirements

• Bachelor's degree required.
• 1 year of relevant experience in marketing, communications, or a comparable business environment required.
• Excellent written and verbal communication and interpersonal skills.
• Knowledgeable in Microsoft Office applications including Outlook, Teams, Excel, PowerPoint, and Zoom.
• Ability to learn new computer applications (MPC, PeopleSoft).
• Strong customer service skills and ability to interact professionally with peers and leadership.
• Ability to maintain confidentiality and pay attention to detail.
• Excellent organizational and prioritization skills with follow-through on projects.
• Understanding of the Institute's policies and procedures.
• Ability to teach others through modeling behavior.
• Critical thinking skills and proactive problem-solving abilities.
• Demonstrated ability to coordinate complex projects and assignments.
• Ability to work independently and manage workflow effectively.