Faculty Administrative Coordinator - Pathology

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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…