UNIV - Administrative Coordinator II - Department of Medicine: Division of Nephrology

Company: MUSC Health & Medical University of SC
Location: Charleston
Posted on: May 27, 2023

Job Description:

Job Description Summary
The Administrative Office Coordinator reports directly to the Division Administrator and provides support for day-to-day operations and ongoing strategic initiatives for the Division of Nephrology . In collaboration with the Division Administrator, this position serves as the lead administrative coordinator for clinical operations focusing on improving efficiency related to patient and provider satisfaction. While operating with a substantial amount of autonomy and adapting to a regular changing environment, this position coordinates various tasks related to clinical operations, human resources, and other executive level administrative responsibilities. Provides complex administrative executive support to the Division Director and Division Administrator, and other faculty as assigned. Ensures that decisions, activities, and objectives are implemented effectively, efficiently, and thoroughly.

Effective communication, organizational skills, customer service, and diligence is a vastly important requirement as this position collaborates with a wide range of individuals both internally (i.e., divisional staff and faculty, ICCE leadership and staff, etc.) and externally (i.e., VA, DCI, referring providers, etc.). The person holding this position is expected to carry out the responsibilities of the position by exercising sound professional judgment and initiative while demonstrating a positive and professional image.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type
Classified

Cost Center
CC000973 COM DOM Nephrology CC

Pay Rate Type
Salary

Pay Grade
University-06

Pay Range
$43,030 - $61,323 - $79,616

Scheduled Weekly Hours
40

Work Shift

Job Description

Job Duties

Executive Administrative Support - 35%

• Provides executive level administrative support for the Division Director and Division Administrator.
• Works closely with the Director and Administrator and represents them when communicating information to faculty, staff and prospective faculty.
• Receives screens and coordinates appointment requests/calls requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues.
• Manages Division Director's calendar and clinical schedule.
• Provides administrative and clinical support for other faculty members as assigned.
• Supports the Division Administrator with the day-to-day operations of the office.
• Insures optimal administrative processes are maintained and developed to utilize administrative resources that reflect excellent customer service values, both internal and external.
• Prepares, distributes, and maintains academic, clinical, and research schedules, including call schedule for Simon Web and Axiom.
• Manages the Division-wide calendar and coordinates conferences and faculty meetings.
• Coordinates Faculty meetings and records meeting minutes, correspondences, agendas, and other applicable administrative support as requested.
• Coordinates meetings including CME and ad hoc Divisional Meeting requests to include room reservations, minutes, attendance tracking and key information dissemination
  
  Clinical Operations Responsibilities - 35%
  
  • Serves as clinical admin liaison between administrative staff, providers, Dialysis Partner (DCI), clinical operations and provides consultation to the Division Administrator of clinical administrative policies and procedures.
  • Manages clinical administrative support staff, as assigned, to ensure they provide the needed clinical support to patients, attending physicians, fellows and APPs.
  • Proficient in Epic, scheduling, clinic cancelations and templates and serves as a resource to the team.
  • Responsible for managing clinic cancellations, template changes, and clinic schedules as assigned including patient scheduling under 30 days and other clinical duties as assigned
    
    HR Responsibilities - 20%
    
    • Responsible for coordinating all activities related to divisional faculty recruitment, visiting professors and invited speakers. This includes coordinating itineraries, scheduling interviews, handling all travel arrangements, coordinating candidate evaluations and overseeing visits.
    • Serves as a liaison with credentialing, licensing, and training.
    • Manages division professional licensing requirements at MUSC and affiliated sites (DCI, VA). Provide credentialing offices with licensure and credentialing documents for ongoing privileges (ACLS/BLS, CRPS, PIV, TMS, Background Checks and paperwork updates).
    • Coordinates onboarding process for new faculty and APPs. Creates orientation schedule for new hire and ensures all credentialing and required training is completed.
    • Assists with faculty and staff personnel issues HR activities for the division which include pre and post hire activities such as job postings, onboarding, position description updates, re-classifications, salary increases, bonus justifications, exit interviews, and separations.
    • Serves as Divisional timekeeper.
      
      Other Duties as assigned - 10%
      
      • Serves as back up for division procurement and is familiar with all purchasing policies and procedures.
      • Assist with personal reimbursements and expense reports as assigned.
      • Coordinates and supervises all special projects as directed.
        
        Preferred Experience & Additional Skills:
        
        Strong knowledge of Microsoft Office. Experience with Epic. Proven track record of being detail oriented with a high level of accuracy. Ability to exercise judgment and discretion. Ability to clearly and effectively communicate, both written and verbally.
        
        MUSC Minimum Training and Experience Requirements:
        
        A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.
        
        MUSC 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.
        Must be ambidextrous.
        Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
        Ability to work in dusty areas. (Infrequent)
        
        Additional Job Description
        A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.
        
        If you like working with energetic enthusiastic individuals, you will enjoy your career with us!
        
        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.
        
        Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees

Keywords: MUSC Health & Medical University of SC, Charleston , UNIV - Administrative Coordinator II - Department of Medicine: Division of Nephrology, Administration, Clerical , Charleston, South Carolina