FACULTY ADMINISTRATIVE COORDINATOR - Pathology

CO1000 H. Lee Moffitt Cancer Center and Research Institute Hospital, Inc.; United States; On-site; USD 28,000 - 43,000; Full time

Job summary

The Moffitt Cancer Center seeks a capable Faculty Administrative Coordinator to support the medical director, department head, and multiple faculty members with complex administrative tasks. You will manage calendars, arrange travel, coordinate meetings, prepare reports, and produce presentation materials while safeguarding sensitive information.

Ideal candidates bring at least three years of administrative support experience, strong communication skills, and solid MS Office proficiency.

Qualifications

• Minimum three years of administrative support experience in an office.
• Strong written and verbal communication skills.
• Proficiency with MS Office and Windows OS.
• Ability to prioritize multiple tasks under tight deadlines.

Responsibilities

• Manage multiple complex calendars and travel itineraries.
• Coordinate meetings, minutes, and conference calls.
• Prepare reports, documents, and advanced presentations.
• Assist in department coordination and program support.

Skills

Executive support

Calendar management

Outlook

MS Office

Communication skills

Education

High School Diploma or GED

Associate degree preferred

Tools

MS Office

Outlook

Job description

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 11,000 who are shaping the future we envision. Moffitt has been recognized as a Best and Brightest Company to Work For in the Nation and is continually named one of the Tampa Bay Times’ Top Workplaces.

Summary The Faculty Administrative Coordinator provides daily support to Medical Director, department head, Vice Chair and/ or multiple Faculty members with complex administrative issues. Support may also include Fellowship Director, CRMD and/ or Department/ Clinic Medical Director. Manages schedules, arranges appointments and itineraries, coordinates meetings, travel and conference calls. Prepares non-routine documents, reports and spreadsheets and may collect, compile and analyze moderately complex to complex data. Facilitates department meetings and the production of quality meeting minutes. Develops advanced presentation materials. Interprets and explains organization policies and procedures, escalating items to Supervisor or Department Administrator as appropriate. May provide support to GME and/ or other program coordination within the department. Maintains confidentiality of sensitive information. Tracks and reconciles annual professional development expenses. Maintains physician CV to ensure it is up to date. Coordinates and maintains agreements and disclosures for conferences, including Outside Professional Activity and other compliance related requirements. May provides oversight of expenses by producing invoices and submitting expense reports within a timely manner. Process and submit purchase orders for Faculty when necessary. Process contracts through contract management system and follow-up to ensure items are processed timely. May interact and work closely with clinical trial coordinators requesting items from Faculty. May assist in training or answering questions for Faculty Administrative Assistant or other Faculty Administrative Coordinators. May support and coordinate tumor board preparation.

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.

Salary Range

Salary Range $20.64 - $31.47 Salary ranges posted for this position represent the expected base pay range for the role. Actual compensation may vary based on location and a variety of job-related factors, including experience, skills, education, and internal equity among Team Members in similar positions. We are committed to maintaining fair and equitable pay practices and regularly review compensation to ensure alignment across our workforce.

Equal Employment Opportunity

Moffitt Cancer Center is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or protected veteran or disabled status. We seek candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence.

Reasonable Accommodation

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