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FACULTY ADMINISTRATIVE ASSISTANT - PATHOLOGY SERVICES

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

JOB SUMMARY:

The Faculty Administrative Assistant provides administrative and clerical support to the Faculty in the Anatomic Pathology and Hematopathology and Laboratory Medicine Departments. This position requires competence, skill, organization, independent thinking, flexibility, excellent interpersonal skills, self-motivation, the ability to multi-task and to work well with all levels of internal management and staff, as well as outside clients.

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:

Meetings

• Prepares meeting agendas, takes minutes, transcribes, updates and distributes to committee members and their administrative support along with agenda and materials to be discussed at the meeting for committees chaired by pathologists to which assigned; i.e., Anatomic and Hematopathology QA meetings, Peer Review QA, Pathology Fellowship/Residents meetings, Executive Committee meetings.
• Organizes and manages events and various large meetings as requested by Pathologist.
• Coordinates the Pathologist(s) calendars and meeting arrangements including scheduling of appointments, meetings, conferences, special events; anticipates and resolves scheduling conflicts.

Administrative:

• Completes searches for abstracts, medical journal articles, etc., and makes copies for the pathologists as needed. Compiles needed bibliographies and/or curriculum vitae as needed.
• Assists in providing administrative support for special projects by compiling data, pulling slides on cases if clinically necessary, and running pathology reports.
• Assembles the dossier that is required by the APT Committee for the promotion/tenure cycle (including mid-tenure review).
• Maintains and updates CV's in the Moffitt format as required by the Office of Faculty Affairs.
• Coordinates and completes special projects with minimal supervision that are associated with the responsibilities of the pathologists for whom they support.
• Completes Physician Time Studies on a quarterly basis that tracks the hospital administrative effort used by the Pathologists. This is a Medicare requirement.
• Screens incoming telephone calls using professional phone etiquette and receives visitors for pathologists.
• Coordinates travel arrangements, including transportation and lodging, prepares related itineraries and maintains accurate records for reimbursement purposes; prepares expenses reports within 30 days of travel.

Other Tasks:

• Tumor Board support: checks for pathology from list of cases, prints final pathology reports, work with materials management to pull slides for cases to be discussed and properly lay out in a pathology tray, distributes final case list, delivers slides/reports to tumor board.
• Processes Expert Opinion Send Outs: gather slides to be sent, finalize cover letter, recording information in Cerner, then provide to materials management for packaging documents and slides for FedEx delivery, Expert response letter sent to pathologist, Medical Records, and stored in PathNet.

CREDENTIALS & QUALIFICATIONS:

• High School Diploma required; Associate’s Degree and Bachelor’s Degree preferred;
• At least two (2) years’ experience as an administrative assistant preferably in the Health Care Industry is required. Prefer experience in working in a Pathology environment with physicians/faculty.
• Proficient in MS Office: Word, PowerPoint, Outlook and Excel. Demonstrated keyboard efficiency. Superior verbal and written communication skills; ability to communicate with individuals at all levels of the organization. Prefer knowledge of Pathology technical terminology.