FACULTY ADMINISTRATIVE COORDINATOR

Moffitt Cancer Center

76d•$22 - $33

About The Position

The Faculty Administrative Coordinator provides daily support to a Medical Director, department head, Vice Chair, and/or multiple faculty members with complex administrative matters. Support may also include 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, and spreadsheets; and may collect, compile, and analyze moderately complex to complex data. The coordinator facilitates department meetings and produces quality meeting minutes, develops advanced presentation materials, and interprets and explains organizational policies and procedures, escalating matters to a supervisor or department administrator as appropriate. The position may support GME and other departmental programs. It maintains confidential information, 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 coordinator may oversee expenses, prepare invoices, submit expense reports and purchase orders, and process contracts through the contract management system, following up to ensure timely processing. The role may work with clinical trial coordinators requesting items from faculty and may assist with training or answering questions for faculty administrative assistants or other faculty administrative coordinators. Additional duties may include submitting leave requests and maintaining 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.
At least three years of administrative support experience in an office setting.
Intermediate proficiency in Microsoft Office.
Strong written and communication skills.
High motivation and attention to detail, including producing 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 work habits, 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 a Medical Director, department head, Vice Chair, and/or multiple faculty members, and potentially other designated program or clinical leaders.
Manage schedules, appointments, itineraries, meetings, travel, 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 when appropriate.
Support GME and/or other departmental program coordination as needed.
Maintain confidentiality of sensitive information.
Track and reconcile annual professional development expenses and maintain current physician CVs.
Coordinate and maintain conference agreements and disclosures, including Outside Professional Activity and other compliance-related requirements.
Oversee expenses as needed by producing invoices, submitting expense reports, and processing faculty purchase orders.
Process contracts through the contract management system and follow up to ensure timely completion.
Work with clinical trial coordinators requesting items from faculty as needed.
Assist with training or answer questions for Faculty Administrative Assistants or other Faculty Administrative Coordinators.
Submit leave requests and maintain accurate records of time off in accordance with leave policies.
Coordinate pager and attending coverage requests or modifications and ensure proper clinic cancellations as needed.
Support and coordinate tumor board preparation.
Perform other related duties assigned by leadership.