UNIV - Administrative Coordinator - Department of Medicine: Division of Pulmonary

Job Description Summary

Serve as the Administrative Coordinator responsible for supporting the Division of Pulmonary, Critical Care, Allergy, and Sleep Medicine’s (PCCM) education mission and operations activities. The person holding this position will be integrated into the division’s core administrative team, but also must operate with a substantial amount of autonomy and be willing to adapt to a regularly changing environment that can at times require assistance that is outside their routine responsibilities. Customer service and effective communication are important requirements as this position engages with a wide range of individuals both internally and externally. Success will be measured on the impact this individual has on routine and ad-hoc activities, as well as the customer service they provide.

The employee will report directly to the Division’s Fellowship, Training, and Education Manager, but has a matrix reporting structure with the Division’s Administrator, Operations Manager, and Fellowship Program Directors. A hybrid remote work schedule may be considered for this role at the discretion of the position’s direct supervisor.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000974 COM DOM PULM General CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Day (United States of America)

Job Description

Job Duties:

Education Coordination:

35% - Support the Division Fellowships with responsibilities that include but are not limited to:

• Maintaining various credentialing databases and files; auditing their findings and communicating results.

• Assisting with the compilation, preparation, and/or distribution of materials, evaluations, and reports. Submitting reports to various offices and monitoring regulatory compliance.

• Coordinating assigned fellowship activities and their recruitment, onboarding and orientation processes.

• Maintaining the fellow on-call paging system and continuity clinic cancellations.

• Other duties as assigned.

15% - Assist with the coordination and all aspects of the division’s annual South Carolina Thoracic Society Conference. Responsibilities include but are not limited to:

• Coordinating and communicating with the planning committee to create the program and agenda, as well as invitation list and application for CME credits.

• Coordinating with the necessary parties to select the appropriate venue and manage event details to include catering, room selection, audio visual requirements, guest rooms, and other miscellaneous costs.

• Organizing site visits and providing day-of coordination for the event.

• Working with the planning committee and division administrator to develop the annual event budget and providing progress reports on a regular basis.

• Other duties as assigned.

Divisional Operations:

30% - Support divisional operations by monitoring ambulatory room utilization through QGenda reconciliation.  Responsibilities include but are not limited to :

• Tracking weekly room utilization by provider and location with the goal of improving room density by recognizing and communicating opportunities for strategic add-on clinics with a focus on subspecialties with new lag days greater than 30 days. 

• Utilizing Epic to focus on tracking and monitoring clinic hold times and private slots with the goal of increasing access by communicating opportunities for releasing holds within the upcoming 60 days.

• Reviewing QGenda to confirm no conflicts with service weeks and provider leave requested in Epic, as well as ensure all clinics have been closed as intended with no patients remaining scheduled.

• Other duties as assigned.

10% - Track licensure and certification renewals of faculty, APPs, and nurse coordinators to ensure deadlines are met and providers are compliant.  This includes but is not limited to licenses required by the State of South Carolina and Department of Public Health, DEA, and other governing bodies, as well as required certificates such as ACLS and BLS.

5% - Compile and report faculty presentations at annual conferences (CHEST & ATS) with the goal of supporting attendance and retaining academic accolades.  

5% - Assist in managing general office needs to include assessing supply inventories and communicating reorders, mail/package collection, sorting, and deliveries, and other duties as assigned.

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.

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