Note: The job is a remote job and is open to candidates in USA. Moffitt Cancer Center is a National Cancer Institute-designated Comprehensive Cancer Center based in Florida and dedicated to the prevention and cure of cancer. The Faculty Administrative Coordinator provides daily administrative support to medical leaders and faculty, managing schedules, meetings, travel, documents, expenses, contracts, compliance activities, and related departmental coordination.
Responsibilities
- 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 provide 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 manage the submission of leave requests and maintains accurate records of time off (FTA, FTO, MTO) in accordance with leave policies. Coordinates pager and attending coverage requests/modifications and may ensures proper cancellation of clinics
- May support and coordinate tumor board preparation. Other related duties as assigned by leadership
Skills
- **Minimum Education Level:** High School Diploma/GED
- Minimum of three (3) years administrative support experience in an office setting
- **Training Required:**
- Intermediate proficiency in Microsoft Office
- Demonstrates strong written and communication skills
- Highly motivated and attentive to detail
- Demonstrates attention to detail in producing accurate and high-quality deliverables
- Self-motivated with ability to prioritize multiple tasks and multitask under tight deadline with little oversight
- Experienced in managing multiple outlook calendars, scheduling complex travel arrangements and meetings
- Ability to interpret and explain policies and procedures
- Able to handle confidential information. Critical thinking, acting proactively, and independent work are essential
- **Preferred Education Level:** Associate's Degree
- Preferred experience working in a healthcare, research and/or academic setting
Company Overview
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