Administrative Coordinator

Job Description Summary The Department of Surgery, Division of Transplant Surgery, is actively recruiting for an Administrative Coordinator I. This position supervises staff within the division, planning, coordinating, and performing administrative, business management and clinical support service activities. Entity Medical University of South Carolina (MUSC - Univ) Worker Type Employee Worker Sub-Type Classified Cost Center CC001074 COM SURG Transplant Surgery CC Pay Rate Type Hourly Pay Grade University-GEN07 Pay Range $39,300.00 - $53,100.00 - $66,800.00 (min - mid - max) Scheduled Weekly Hours 40 Job Duties 25% - Supervises and trains the Transplant Surgery administrative staff. Maintains communication with staff to keep them informed on office policies and procedures within the Division. Maintains current licenses, certifications, and memberships for Transplant Faculty and Advance Practice Providers. Schedules continuing education classes as needed for Faculty, Advanced Practice Providers and staff. Manages workflow and telephone coverage for the Division. Coordinates with the Department HR Manager, the recruitment efforts of administrative staff for the Division of Transplant Surgery. Assist and coordinate with department’s HR Manager with on-boarding and exiting procedures for all faculty and staff within the division. Completes performance evaluations annually and updates position descriptions as needed. Resolves conflict within the division amongst administrative staff and counsels/completes appropriate documentation as necessary. Serves as the timekeeper, coordinating and inputting time, obtaining proper leave slips for both faculty and staff within the division. Serves as the radiation badge coordinator for the divisions’ faculty and staff. Responsible for the coordination of students to participate in the MUSC job shadowing and career exploration program for the division, ensuring all of the necessary requirements are met. 20% - Provides administrative support to select faculty (possibly including some under the ICCE structure), advanced practice providers, PharmD and research coordinators. Provide administrative support to Transplant ICCE structure as needed. Coordinate the daily schedules of faculty and staff within the division to include meetings, appointments, and surgeries. Prepares monthly call schedules. 15% - Manages the administrative tasks related to the research efforts of the Division of Transplant Surgery, which includes assistance with grant submission; the typing of manuscripts; and any special requirements needed by faculty and staff. Provide administrative support for the Vice-Chair/Associate of Research, Department of Surgery, to include scheduling of research meetings and materials; calendar management; taking of minutes; coordinating lab and resident presentations; coordinating journal clubs; generate proposal reviews and scores, assist in the development of annual documentation in support of funding research projects. Coordinates website updates with the Department’s IT person. Administratively supports The Resident Research Program, Clinical Research Improvement Initiative (Jr. Faculty Research), Summer Research Students, and Research Council. 10% - Assists with coordination of clinical efforts of the division. Schedules patients for surgery, and assists the division with necessary changes or updates needed to the system in relation to CPT codes and other coding descriptions. Acquires insurance approval for patient’s surgery. Coordinates the necessary arrangements with the admitting office to include informing them of the patient’s insurance information and any special requirements they may need. Ensures that patients and/or referring physicians are contacted regarding patient admission, appointments and surgery dates. 10% - Supervises the completion of operative reports, letters and patient charting in EPIC. Utilizes EPIC reporting to track open encounters, reconciliation, and billing. Maintains Lifepoint operative reports for division and assist the department’s finance manager with the billing. Ensures that the format, grammar, spelling, and punctuation are correct in office forms and correspondence. 10% - Receives all incoming emails, phone calls, information requests, and CV’s for applicants to the Transplant Fellowship Program. Creates an on-campus itinerary and schedules the fellow candidates for interviews with all of the Division Faculty. Corresponds with the American Society of Transplant Surgeons to verify the applicant’s institution’s accreditation, enter data for NRMP match/ranking of candidates, and other administrative tasks as needed. Once the match has occurred, assist the candidate(s) with applying to the Educational Commission for Foreign Medical Graduates for visa approval; obtaining a medical license; acquiring SSN; applying for a DHEC and DEA license. Once the fellow arrives, coordinate all MUSC required training, obtain facility and program access, and order any necessary supplies relevant to the position. 10% - Assists in preparing division budget and monitors divisional spending. Coordinates travel arrangements, travel itineraries, meeting registration and prepares reimbursement requests for faculty and staff. Coordinate with facilities/engineering upgrades, maintenance and repairs. Orders office supplies and coordinates the maintenance of office equipment, faculty phones and pagers. Preferred Knowledge, Skills, and Abilities College degree and two years of experience preferred. Excellent verbal and written communication skills; ease in interacting with prominent people; ability to work with confidential information, tact and discretion. A candidate must have above average computer skills and ability to learn new software programs. Experience with all Microsoft Office Suite programs to include Microsoft Word, Excel, PowerPoint, Publisher, Access and Outlook. 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) Equal Opportunity Employer 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. Federal E-Verify Program Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. 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