UNIV - Administrative Coordinator I - Pediatrics : General Pediatrics and Primary Care

UNIV - Administrative Coordinator I - Pediatrics : General Pediatrics and Primary Care

Charleston, South Carolina

The Divisions of General Pediatrics and Primary Care within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will work independently, performing a variety of complex and specialized assignments and administrative duties that requires initiative, resourcefulness, problem-solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. The Administrative Coordinator position provides direction, leadership, and day-to-day management for the General Pediatrics and Primary Care Divisions. To remain efficient in this position, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the divisions. This position may be eligible for partial remote work after an orientation period.

Job Duties :

• 30% - Performs standard management support services for the Division of General Pediatrics and Pediatric Primary Care. Acts as liaison between Division of General Pediatrics and Pediatric Primary Care and the Pediatric Business office as well as other areas of the Department and MUSC, to include light personnel and HR duties and procurement. Provides day-to-day office management and administrative support for the Division Chief to include daily management of Outlook calendars as well as the inpatient service and call calendars in SimonWeb and outpatient and inpatient schedules in QGenda.
• Coordinates meetings, conference calls, and appointments. Assist with travel arrangements. Delivers documentation to the correct departments / divisions. Manages daily administrative activities as assigned in support of MUSC and the division.
• Makes recommendations to department administrators relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to the overall operations.
• 25% - Medical / clinical services preparation and patient management : Works closely with the patient access center, ambulatory clinical care team members and others on the patient referral process, assist with scheduling and resolving conflicts. Enter or review patient information in the electronic medical record : Epic. Complete clinic cancellation and template change requests for faculty and staff and route appropriately. Scan all pertinent information or patient documents into the patient's record in Epic and verify the documents have been entered accurately.
• 20% - Coordinate and prepare division-related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Facilitate vendor setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations. Reconcile and allocate monthly purchasing card (PCard) transactions.
• 15% - Triages incoming correspondence : Reads and channels to appropriate individual or department. Oversee administrative and maintenance of any divisional medical records documents or activities; assure access to needed medical record documentation and help with filing patient records into Epic folders. Obtains patient medical records when requested. Ensures all patient related correspondence is identified by the patient medical record. Receives and triages calls related to patient care from a variety of sources, eg, patients, families, agencies in a professional manner. Responds to inquiries from patients and physicians in a timely manner. If the call is clinical in nature, incumbent places a message in the patient's chart in to be responded to by a nurse or physician.
• 5% - Ensure faculty leave requests are submitted in a timely fashion and in alignment with ambulatory access policies. Coordinates details and logistics of special events, including the monitoring of timelines to ensure deadlines are met regarding the success and completion of the event to include continuing education conferences and departmental projects. Ensure providers' curriculum vitaes are updated and uploaded in Interfolio or equivalent faculty information system on a regular frequency as determined by the Office of the Chair.
• 5% - Other duties as assigned and needed.

Additional Job Description

Minimum Requirements : A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Physical Requirements : (Note : The following descriptions are applicable to this section : Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift)

Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking / mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined / cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands / arms. (Continuous) Ability to perform repetitive motions with hands / wrists / elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push / pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20 / 40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance / relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and / or understand whispered conversations at a distance of 3 feet.

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and / or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.