Executive Assistant – Radiation Oncology Program

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 remined committed to excellence in an atmosphere characterized by kindness, caring, and hope.

Job Summary:

• Based in Radiation Oncology, the Executive Assistant position provides a variety of administrative and grant-related support functions for the Department Chair and Vice Chair of the department.  This includes providing confidential, executive administrative support to the Department and Vice Chairs by fulfilling all the administrative and scheduling requirements to support a high-level executive, as well as managing selected projects as needed.

Position Highlights:

• Administrative duties & responsibilities
• Program & department support
• Faculty/APP support

The Ideal Candidate:

• Demonstrates a high degree of technical competence, intrapersonal skills, attention to detail, independent critical thinking, and decision making;
• Clinical administrative professional with the ability to appropriately coordinate and handle sensitive and confidential information.

Responsibilities: 

• Screens all incoming calls for the Department and Vice Chairs, referring or responding to as appropriate and records accurate telephone communications.
• Coordinates workflow as directed from the Department and Vice Chairs. Updates and tracks delegated tasks to ensure deadlines are met. Maintains Chair and Vice Chair's files and filing system.
• Schedules meetings, prepares meeting agendas, takes minutes at meetings and distributes to committee members and their administrative support.
• Uses appropriate judgment to keep Chair, Vice Chair and other program faculty informed of important incidents or significant events as they occur in daily operations or as a result of contacts with Center or external individuals.
• Maintains or coordinates the Chair and Vice Chair's calendar including all scheduled meetings, appointments, business travel, conferences, etc. Initiates travel arrangements and maintains accurate records for reimbursement.
• Reviews mail directed to the Chair and Vice Chair and prioritizes items appropriately for action.
• Independently prepares correspondence for patients upon request for Chair and Vice Chair's signature. Works with outside physicians to ensure continuity of patient care.
• Prepares check requests and purchase requisitions as necessary for the Chair and Vice Chair of the program.
• Works with Faculty Recruitment to assist with the administrative aspect of faculty recruitment: scheduling of and reporting on search committee meetings as needed and assist HR with coordination of candidate visits.
• Performs other duties as assigned necessary to support the Department Chair, Vice Chair, Department Administrator and or Program operations.

Credentials and Qualifications:

• High School Diploma required; Associate’s Degree and/or Bachelor’s Degree preferred;
• Minimum of five (5) years' administrative support experience in an office setting with at least two (2) years supporting an executive level.
• Minimum of three (3) years’ management assistance or office management experience, preferably in an academically affiliated health care setting involving senior responsibilities where independent function was exercised.
• Requires knowledge of office processes, workflows, and advanced MS Office applications i.e. Word, Excel, PowerPoint;
• Must have excellent customer service skills and experience working with patients and the public;
• Excellent verbal & written communication skills, familiarity with medical terminology and office organizational protocols & procedures, interpret and apply instructions to assigned activities;
• Must be an independent team member that is engaged, proactive, and highly