Faculty Administrative Coordinator - GI Tumor Program Admin

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 and conference calls, prepares non-routine documents, reports spreadsheets, develops advanced presentation materials, interprets and explains policies and procedures, collects, compiles and analyzes moderately complex to complex data.

• 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 a non-conflicting daily schedule of appointments, meetings, travel arrangements, and clinic schedules.
• Frequently coordinates internal and external meetings with multiple attendees.
• Distributes postal mail.
• Prepares and submits Expense Reports and Check Requests (internal Moffitt or external process).
• Coordinates Facilities, IT, Environmental Service, and Move requests.
• Generates ad‑hoc program reporting (e.g. Daily Census Report).
• Recognizes and establishes priorities and uses resourcefulness in the completion of daily tasks and special projects.
• Professionally offers constructive ideas and suggestions for improved operations.
• Is competent in the MS Office suite of software, including capability to create professional‑level documentation.
• Performs Clinic Template Change Requests.
• Records, transcribes, and publishes quality meeting minutes.
• Performs Physician Time Survey.
• Reconciles and tracks Faculty PDF account activities.
• Demonstrates ability to handle multiple projects and changing priorities to work under pressure and to meet frequent deadlines.
• Manages multi-line phone and triage calls appropriately.
• Drafts and edits 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. Medical office experience is highly preferred.
• Strong verbal and written communication skills.
• Highly motivated and attentive to detail.
• Intermediate proficiency in MS Office applications (Word, Excel, Outlook, 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.
• Independent team member who is engaged, proactive, and highly motivated.