faculty administrative coordinator

2 weeks ago

Tampa, Florida, United States Moffitt Cancer Center Full time

Job Summary:

The Faculty Administrative Coordinator supports the medical director, department head, vice-chair and/or multiple faculty members with complex administrative issues, manages schedules, arranges appointments and itineraries, coordinates meetings, travel, conference calls, prepares non-routine docs, reports spreadsheets, develops advanced presentation materials, interpret and explain policies/procedures, collects, compiles and analyzes moderately complex to complex data.

Position Highlights:

  • Calendar management and scheduling
  • Customer service and interpersonal communication

The Ideal Candidate:

  • Provided executive administrative support to 3 or more individuals within a medical facility/office.
  • Demonstrates strong written and verbal communication skills (i.e. presentations, memo writing, triaging calls).
  • Experienced in managing multiple Outlook calendars, scheduling travel arrangements and meetings.
  • Intermediate proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).

Responsibilities:

  • Manages multiple complex faculty calendars while maintaining non-conflicting daily schedule of appointments, meetings, travel arrangements, and clinic schedules.
  • Frequently coordinate internal and external meetings with multiple attendees.
  • Distribute postal mail.
  • Prepare and submit Expense Reports and Check Requests (internal Moffitt or external process).
  • Coordinate Facilities/IT Environmental Service/Move requests.
  • Generate ad hoc program reporting (i.e Daily Census Report).
  • Recognizes and establishes priorities and use resourcefulness in the completion of daily tasks and special projects.
  • Professionally offers constructive ideas and suggestions for improved operations.
  • Competent in MS Office suite of software to include capability to create professional level documentation.
  • Perform Clinic Template Change Requests.
  • Record, transcribe and publish quality meeting minutes.
  • Perform Physician Time Survey.
  • Reconcile/Track Faculty PDF account activities.
  • Demonstrate ability to handle multiple projects and changing priorities to work under pressure and to meet frequent deadlines.
  • Ability to manage multi-line phone and triage calls appropriately.
  • Ability to draft and edit clear, concise and professional correspondence in adherence to grammatical and spelling rules. (Word documents; compose e-mails, memos, etc.).

Credentials and Qualifications:

  • High School Diploma or GED required; Associate degree preferred.
  • Minimum three (3) years of administrative support experience in an office setting required.
  • Demonstrates strong communication skills, both verbal & written.
  • Highly motivated and attentive to detail.
  • Requires intermediate proficiency in MS Office applications i.e. Word, Excel, Outlook, and PowerPoint, and Microsoft Windows-based operating systems.
  • Demonstrates attention to detail in producing accurate and high-quality deliverables.
  • Self-motivated with ability to prioritize multiple tasks and multi-task under tight deadline with little oversight.
  • Must be an independent team member that is engaged, proactive, and highly motivated.

Location: H. Lee Moffitt Cancer Center & Research Institute · Hematopathology Prog Adm

Schedule: Full Time, Day Shift, 8:00am-4:30pm

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