FACULTY ADMINISTRATIVE ASSISTANT

About the role

The Faculty Administrative Assistant supports leadership that may include Department Managers, Department Administrators and faculty members with moderately complex to complex administrative issues. This position facilitates department meetings and produces quality meeting minutes, if applicable. They also maintain Faculty/Physician CVs up to date, produce invoices and submit expense reports within a timely manner, manage agreements and disclosures for conferences, including Outside Professional Activity and other compliance-related requirements, and coordinate pager and attending coverage requests.

Responsibilities

• 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.
• Collaborates with other administrators and support team members, management and internal/external customers on a regular basis.
• Maintains agreements and disclosures for conferences, including Outside Professional Activity and other compliance-related requirements.
• Manages 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 ensures proper cancellation of clinics.
• May provide assistance and coordination with the preparation of tumor boards.
• Performs other duties as assigned by appropriate leadership.

Requirements

Minimum Education Level: High School Diploma/GED
Preferred Education Level: Associate's Degree
Minimum Field Of Study: Not specified
Preferred Field Of Study: Not specified
Licensure Certification Needed: No
Training Required: Intermediate proficiency with Microsoft Office applications (Word, Excel, PowerPoint).

Qualifications

• Must be able to coordinate calendars, scheduling and paid time off for Leadership, Faculty and APP's.
• Must be able to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Must be self-motivated with ability to prioritize multiple tasks under tight deadlines with little oversight to ensure accurate and high-quality deliverables.
• Must know how to track and process paid time off requests for faculty and APP's.
• Must demonstrate strong written and communication skills.

Skills

• Intermediate proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
• Collaboration with other administrators and support team members, management and internal/external customers on a regular basis.
• Organizing and prioritizing workflow.
• Handling confidential information.
• Strong critical thinking skills, acting proactively and independently.
• Tracking and processing paid time off requests for faculty and APP's.
• Demonstrating strong written and communication skills.

Benefits

Moffitt has been recognized as a Best and Brightest Company to Work For in the Nation and is continually named one of the Tampa Bay Times’ Top Workplaces. Moffitt is committed to maintaining fair and equitable pay practices and regularly reviews compensation to ensure alignment across its workforce.