What are the responsibilities and job description for the FACULTY ADMINISTRATIVE COORDINATOR position at Moffitt Cancer Center?
Summary
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
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
- 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).
- 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.).
- 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.