Faculty Administrative Coordinator

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 documents, reports, spreadsheets, develops advanced presentation materials, interprets and explains policies/procedures, and 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 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).
• Co‑ordinates Facilities/IT Environmental Service/Move requests.
• Generates ad hoc program reporting (i.e. 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.
• Competent in MS Office suite of software to include capability to create professional‑level documentation.
• Performs Clinic Template Change Requests.
• Records, transcribes and publishes quality meeting minutes.
• Performs Physician Time Survey.
• Reconciles/ 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 triages 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.
• Demonstrates strong communication skills, both verbal & written.
• Highly motivated and attentive to detail.
• Requires 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.
• Must be an independent team member that is engaged, proactive, and highly motivated.

Mid‑Senior level

Full‑time

Administrative

Hospitals and Health Care