Faculty Administrative Coordinator - Neuro Oncology

Moffitt Cancer Center

11d•$21 - $31

About The Position

The Faculty Administrative Coordinator provides daily administrative support to the Medical Director, department head, Vice Chair, and/or multiple Faculty members, addressing complex administrative issues. Support may also extend to the Fellowship Director, CRMD, and/or Department or Clinic Medical Director. The role may include program coordination for GME or other departmental programs. The coordinator manages schedules, appointments, itineraries, meetings, travel, and conference calls; prepares non-routine documents, reports, spreadsheets, and presentation materials; and may collect, compile, and analyze moderately complex to complex data. The position facilitates department meetings and prepares quality minutes, interprets and explains organizational policies and procedures, and escalates issues as appropriate. It maintains confidential information, physician CVs, professional development expense records, and conference agreements and disclosures, including compliance-related requirements. Additional duties may include preparing invoices and expense reports, processing purchase orders and contracts, coordinating with clinical trial coordinators, supporting training for administrative colleagues, maintaining leave records, coordinating pager and attending coverage changes, ensuring clinic cancellations, and supporting tumor board preparation.

Requirements

High school diploma or GED.
At least 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 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 conduct, and ability to work independently.

Nice To Haves

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

Responsibilities

Provide daily administrative support to the Medical Director, department head, Vice Chair, and/or multiple Faculty members, and potentially other departmental or clinical leaders.
Manage schedules, appointments, itineraries, meetings, travel arrangements, 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 meeting minutes.
Interpret and explain organizational policies and procedures, escalating issues to a Supervisor or Department Administrator when appropriate.
Maintain confidentiality of sensitive information.
Track and reconcile annual professional development expenses and maintain physician CVs.
Coordinate and maintain conference agreements and disclosures, including Outside Professional Activity and other compliance requirements.
Produce invoices and submit expense reports in a timely manner, as needed.
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 requesting items from Faculty, as needed.
Assist in training or answering questions for Faculty Administrative Assistants or other Faculty Administrative Coordinators.
Manage leave request submissions and maintain accurate records of time off (FTA, FTO, MTO) in accordance with leave policies, as needed.
Coordinate pager and attending coverage requests or modifications and ensure proper clinic cancellations, as needed.
Support and coordinate tumor board preparation, as needed.
May provide GME or other program coordination within the department.