This position is responsible for overseeing the day-to-day operations of the DFCI Security ID Badge and Card Access Control System, Key Program, Locker Program, and Aware Work Order Program for DFCI employees and others who utilize the department's services (patients, consultants, contractors, volunteers, vendors, trustees, off-site building managers, and occupants of leased space in DFCI locations).
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 underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
Coordinates ID badge program for all employees and hospital affiliates and facilitates badging at New Employee Orientations throughout the year; works with departments to resolve issues and expedite the process; coordinates annual review of ID badges for contractors and consultants with department supervisors and performs re-badging in a time-sensitive manner; resolves issues with departments; coordinates photos, ID badges, and keys for annual Clinical Fellows' Orientations for Medical Oncology, Pediatric Oncology, PsychoSocial Oncology & Pain and Palliative Care, Radiation Oncology and Imaging; coordinates Trustee badges with the Office of the Board of Trustees; investigates and resolves access issues with employees and coordinates with supervisors from Animal Facility, Pharmacy, Biosafety, Radiation Safety, and Security, as needed; coordinates badge deactivations with HR, OHS, and Security, maintaining confidentiality
Coordinates Key Program and Off-Site Building Access Cards; assigns and expedites key requests with Lock Shop technicians; assigns key cutting responsibilities to locksmiths on a rotating basis; maintains key and satellite building card assignments in PeopleSoft database, updating information as keys/cards are received and returned; coordinates requests and activation of off-site building access cards for employees with management companies and performs routine audits to ensure building security; routinely monitors pending Key Requests to insure timely processing
Locker Program - Coordinates Locker program, performs routine inventories and monitors assignments to maximize availability and provide better utilization
Promotes new and existing programs and services to create an ideal work environment for Institute employees
Provides superior customer service to all employees, patients, visitors, contractors/vendors, and colleagues at other LMA institutions.
Supports other department staff and contributes to a team environment by assisting customers and answering phones as needed
Utilizes Aware Work Order System to expedite lock repairs with Lock Shop technicians
Routinely monitors PeopleSoft reports for building Mail Stops to ensure complete records to expedite mail delivery
Reviews department move notices and coordinates new Mail Stops with department contacts and updates electronic database that feeds DFCI Online Telephone Directory
Coordinates property return of terminating employees to insure building security
Employee Resignations - Monitors General Services Resignation Mailbox daily for employee terminations; communicates with employees' supervisors of General Services property that needs to be returned prior to employee leaving; assists employees with resignation process in General Services; maintains electronic database records in ID badging system and PeopleSoft
Represents General Services at all New Employee Orientation programs and work groups regarding ID badging and policies
Participates in Lock Shop meetings
Prepares and submits department reports and coordinates special projects related to the Security ID/Access Control System, Key Program, and Locker Program
DFCI Online editor for Security web page and for posting related Announcements and Advisories
Maintains department database for ID records, keys, lockers, and off-site building access cards, enabling timely and easy access of information
Maintains proper supply of ID badge products for two department badging stations and fire/safety supplies for employee orientation and staff education
Provides backup to General Services' Parking and Transportation Coordinator during absences, investigating and resolving problems and assisting employees with transportation questions, parking sign-up and cancellations and coordination with off-site vendors, parking accommodation needs and waiting list requests, purchasing occasional parking and shuttle passes, and debit card purchases with MASCO, and updating parking access for employees and patients in DFCI iParc parking software; monitor Outlook mailboxes (General Services, General Services Resignations, and Lock Shop), assists Institute staff who come to the department, and dispatch staff for work orders as needed
Performs other duties as assigned by General Services Manager and Security Manager
High school diploma and 0-2 years related work experience required; Bachelor's degree preferred
Excellent attention to detail with strong problem-solving and organizational skills
Must be able to prioritize work in order to meet project deadlines
Must be a "self-starter", capable of initiating action and following through
Demonstrated ability to draft reports, correspondence, and other administrative documents related to General Services programs and distribute as needed
Excellent customer service skills, and project management experience required
Excellent written and verbal communication skills required
Excellent computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, Access and Outlook: experience with use of Unity PeopleSoft, Aware Work Order Software, CCure 800/9000 Security Access System Software, and Amano iParc Parking Software or similar suite of applications
Must be able to multi-task and function independently and as an integral member of the team in a fast-paced office environment
Must be an energetic, outgoing individual, able to promote new and existing programs and events and able to deal with all levels of staff, trustees, vendors, and volunteers
Requires effectively dealing with conflicting views or issues and mediating fair and workable solutions
Must be able to maintain confidentiality
Ability to operate a computer, keyboard and standard office equipment for extended periods of time is required
Ability to hear and respond using telephone equipment
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.
Internal Number: 2020-20456
About Dana-Farber Cancer Institute
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.