Faculty Administrative Coordinator

Working at Moffitt is both a career and a mission: to contribute to the prevention and cure of cancer.

As the only National Cancer Institute-designated Comprehensive Cancer Center based in Florida, Moffitt employs some of the best and brightest minds from around the world. Join a dedicated team of nearly 10,000 who are shaping the future we envision.

Moffitt has been recognized as a Best and Brightest Company to Work for in the Nation, a Digital Health Most Wired Organization and continually named one of the Tampa Bay Time's Top Workplaces.

A National Cancer Institute (NCI)-designated Comprehensive Cancer Center since 2001.

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, interprets and explains 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 a 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 uses 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 an 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's degree preferred.
• Minimum three (3) years of administrative support experience in an office setting is 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 the ability to prioritize multiple tasks and multitask under tight deadlines with little oversight.
• Must be an independent team member that is engaged, proactive, and highly motivated.

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