Administrative Coordinator

Job Description Summary Performs administrative functions for the Chief of Physics Radiation Medicine related to administrative support of the tripartite missions of clinical, education and research functions. This position also supports Associate Chief of Physics for MUSC Network and physics faculty. Entity Medical University of South Carolina (MUSC - Univ) Worker Type Employee Worker Sub-Type Classified Cost Center CC001058 COM Radiation Oncology Pay Rate Type Hourly Pay Grade University-GEN07 Pay Range 40,086.00 - 54,162.00 - 68,136.000 Scheduled Weekly Hours 40 Job Description Job Duties: 30%- Provides administrative support and calendaring services for physics faculty members; correspondence, clerical services, filing and other needs of faculty. 25%- Proactively manages Chief’s and Associate Chief’s calendar; prompts for each meeting as needed, proactively manages calendar by looking ahead to future days to assist several days in advance with meeting materials, agenda, PowerPoint Presentations, reminders. Schedules meetings, sends Teams meetings link and calendar invites proactively and provides advanced notices to all parties if adjustments are necessary. 10%- Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials. 10%- Manages clinical, education and rotation calendars; oversees coverage with current systems and future software systems such as QGenda; recruitment, interviews, candidate interview coordination; assist with on-boarding new faculty, badge acquisition, badge door access, etc. This position also supports physics faculty for calendaring, blocking schedules in ARIA/EPIC, travel needs, navigating university services and resources 5%- Organizes and expedites flow of work through Chief’s office. Initiates follow-up action. Interacts with university offices and/or supervisor's subordinates to facilitate communications and information exchange; manages IT/Facilities/Housekeeping needs 5%- Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files. Coordinates physics education functions, as assigned, such as special events, conferences, seminars, etc. Monitors and prepares and submits reports for Chief. Radiation Badge/Rings collection & dispersing for Physics faculty, staff and physics residents. 5%- Arranges with vendors for sites, facilities, Coordinates production and/or distribution of promotional materials. Physics Division. 5%- Special Projects – Physics: Researches and gathers data for physics division reports. Recommends report content and format to display findings most effectively. Assists with ACR (American College of Radiology) accreditation administrative tasks.to support credentialling and re-credentialing of our program. Administrative support to assist Physics leadership to incorporate same standardization of systems with satellites expansion of the MUSC network: Indian Lands, Beaufort Medical Center, West Ashley, New Cancer Hospital, Nexton, and affiliate sites. Assist with Expanding Programs: Adaptive (MR-LINAC), BrachySuite, Radiopharmaceuticals, Proton Therapy Managing and tracking software updates and versions Managing and tracking maintenance agreements and contracts Assist Chief with weekly operations meetings; manage coverage needs for Mt Pleasant and Charleston Recruitment: application/CV review, video and on-site interviews, post interview evaluation forms 5%- Acts as physics point of contact (POC) for matters related to physic division. Provides reception services for the Physics Division and screens and prioritizes incoming calls, assists with managing and distributing physics deliveries to the department; determining what contact or action is required for satisfactory disposition. Minimum Experience and Training 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. 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. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent) 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: #J-18808-Ljbffr