Faculty Administrative Coordinator – BMT CI Program Admin

H. Lee Moffitt Cancer Center is internationally recognized for our focus on personalized cancer care and translational research. The mission of Moffitt is clear, focused, and fully stated in nine words, “To contribute to the prevention and cure of cancer.” With a tradition of excellence that began with the first patient admission in 1986, dedicated Moffitt physicians, scientists, and staff members have remained committed to excellence in an atmosphere characterized by kindness, caring, and hope.

Job Summary:

Based in Bone Marrow Transplant CI Program Admin, the Faculty Administrative Coordinator position provides various administrative support functions for the program providers. The Faculty Administrative Coordinator achieves results by utilizing strong communication skills, both written and verbal, interpersonal skills, including teamwork and technical skills, including organization and utilization of competencies in various software programs. The position requires initiative, ownership, accountability, a high degree of independence of action, and the motivation to provide high-quality service.

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 four (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.