FACULTY ADMINISTRATIVE COORDINATOR

Moffitt Cancer Center

1d•$22 - $33

About The Position

The Faculty Administrative Coordinator provides daily support to the Medical Director, department head, Vice Chair, and/or multiple Faculty members on complex administrative matters. Support may also extend to the Fellowship Director, CRMD, and/or Department or Clinic Medical Director. The role manages schedules, appointments, itineraries, meetings, travel, and conference calls; prepares non-routine documents, reports, spreadsheets, and advanced presentation materials; and may collect, compile, and analyze moderately complex to complex data. It facilitates department meetings and prepares quality meeting minutes, interprets and explains organizational policies and procedures, and escalates matters as appropriate. The coordinator may support GME and other departmental programs, maintains confidentiality, tracks and reconciles annual professional development expenses, keeps physician CVs current, and coordinates conference agreements and disclosures, including Outside Professional Activity and other compliance requirements. The role may oversee expenses, prepare invoices and expense reports, submit purchase orders, and process contracts through the contract management system, following up to support timely completion. It may also work with clinical trial coordinators on requests to Faculty. Additional duties may include assisting with training or questions for Faculty Administrative Assistants or other Faculty Administrative Coordinators; managing leave requests and accurate time-off records in accordance with leave policies; coordinating pager and attending coverage requests or modifications; ensuring proper clinic cancellations; and supporting tumor board preparation. Other related duties may be assigned by leadership.

Requirements

High school diploma or GED.
Three years of administrative support experience in an office setting.
Intermediate proficiency in Microsoft Office.
Strong written and communication skills.
Attention to detail and ability to produce accurate, high-quality deliverables.
Ability to prioritize multiple tasks and multitask under tight deadlines with little oversight.
Experience managing multiple Outlook calendars and scheduling complex travel arrangements and meetings.
Ability to interpret and explain policies and procedures.
Ability to handle confidential information.
Critical thinking, proactive action, and ability to work independently.

Nice To Haves

Associate's degree.
Experience working in a healthcare, research, and/or academic setting.

Responsibilities

Provide daily administrative support to the Medical Director, department head, Vice Chair, Faculty members, and potentially other departmental leaders.
Manage schedules, appointments, itineraries, complex travel arrangements, meetings, and conference calls.
Prepare non-routine documents, reports, spreadsheets, and advanced presentation materials.
Collect, compile, and analyze moderately complex to complex data as needed.
Facilitate department meetings and produce quality meeting minutes.
Interpret and explain organizational policies and procedures, escalating matters to the Supervisor or Department Administrator as appropriate.
Support GME and/or other departmental program coordination.
Maintain confidentiality of sensitive information.
Track and reconcile annual professional development expenses.
Maintain physician CVs and keep them up to date.
Coordinate and maintain conference agreements and disclosures, including Outside Professional Activity and other compliance-related requirements.
Oversee expenses as needed, produce invoices, and submit expense reports promptly.
Process purchase orders for Faculty when necessary.
Process contracts through the contract management system and follow up to ensure timely processing.
Work with clinical trial coordinators on requests for Faculty.
Assist with training or answer questions for Faculty Administrative Assistants and other Faculty Administrative Coordinators.
Manage leave requests and maintain accurate records of time off in accordance with leave policies.
Coordinate pager and attending coverage requests or modifications and help ensure proper clinic cancellations.
Support and coordinate tumor board preparation.
Perform other related duties as assigned by leadership.