Position Summary:

The AYA Program Administrator manages and coordinates a variety of leadership and administrative functions to facilitate the needs of the Adolescent and Young Adult (AYA) Program. This individual creates, executes required project deliverables and drives implementation for multiple AYA complex projects/program initiatives working closely with multidisciplinary teams and resources to achieve multiple program/project milestones within established time frames and budgets. They coordinate with AYA Program faculty, staff, volunteer and patient advocates for strategic planning to determine annual goals and objectives, facilitate implementation of programmatic goals and solve problems related to implementation. The AYA Program Administrator also organizes, advocates, and markets AYA research opportunities for researchers and AYA population.

Ideal Candidate:

• Ability for sound judgment in decision-making, as well as a high level of problem-solving skills.
• Ability to independently manage multiple complex projects simultaneously.
• Strong communication skills, and interpersonal effectiveness.
• High degree of competence, skill, and capability for independent action to ensure the smooth operation of the program.

Responsibilities:

• Regularly collaborates with various internal departments, patients, caregivers, clinicians and other cross functional teams to transform creative vision into final output.
• Provides leadership and effectively communicates insight on progress and challenges of project with project stakeholders and management of various departments.
• Maintains detailed project documentation (such as Project Charter, Stakeholder Register, Scope, WBS, Project Schedule, Communication Plan, Budget/Financial Plan, Meeting Minutes, Action Items, etc.)
• Ensures compliance with Moffitt Cancer Center policies and procedures
• Serves as a liaison with multiple internal departments, external organizations, donors, vendors, patients, guests and community.
• Collaborates with program leader on identifying advocacy efforts and participating in advocacy opportunities.
• Works in conjunction with AYA Multidisciplinary Committee, Department Administrative Assistants, Clinic Nursing staff and additional internal Moffitt departments to coordinate all planning activities for regularly scheduled meetings and special community events, including budgets, speaker arrangements, catering, facilities, etc.
• Collaborate with PR/Marketing to develop promotional materials and lead program development content for the AYA Program.
• Oversees physical AYA lounge space and inventory.
• Coordinates AYA Program events; Plans and implements AYA Awareness Week activities.
• Leads and collaborates with AYA Program Leader and internal and external researchers in qualitative and quantitative studies, developing and reviewing protocols and to identify gaps for increased research opportunities.
• Collaborates on manuscript development.
• Leads the coordination of the annual AYA Research Retreat.
• Leads or collaborates with AYA sub-committees and participates in specific initiatives to achieve overall programmatic goals.
• Reports and monitors progress of program goals and provides feedback to the AYA Committee and grant funders.
• Recommend and implement process, organization and procedural changes to support objectives of the AYA Program.
• Manages fund flow for research and programmatic expenses.
• Creates project deliverables for funding sources.
• Reconciliation of annual funding and works on annual reports for multiple donors.

Credentials and Qualifications:

• Bachelor’s degree in Health Care, Public Health, Social Work, Public Relations, Business, or other related field; Master’s degree preferred.
• Minimum 5 years in public relations/public speaking, program development, and fund raising.
  • In lieu of 5 years’ experience in public relations/ public speaking, program development, and fund raising,
    a Master’s degree with 3 years’ experience in public relations/ public speaking, program development,
    and fund raising may be considered.
• Requires an understanding of volunteer and philanthropic activities, and basic knowledge of health care setting.
• Requires excellent written and oral communication skills, strong organizational skills.
• Project Management Professional (PMP) training preferred.
• Ability to work independently and manage multiple projects.
• Must have exceptional leadership skills.
• Ability to adapt and respond to changing circumstances and priorities (flexible during times of change).
• Proficiency required with Microsoft software (Word, Outlook, Excel, Power Point), graphics packages, and Internet.