UNIV - Administrative Coordinator I - Department of Anesthesia

Job Description Summary

Positions assigned to this class are responsible for the administrative activities of a division, department, facility or major section of a state agency. They do not have programmatic responsibilities. While supervision is not required, positions may be responsible for supervising administrative, technical, support and/or professional personnel. Coordinates general administrative, business management and/or support activities. Performs or supervises the performance of activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc. Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and preparation of funding requests. Conducts confidential investigations and complex special assignments; prepares and maintains specialized records and reports. Establishes and provides consultation on administrative policies and procedures. Coordinates personnel activities for the division, department or facility; serves as resource person on personnel policies and procedures.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000949 COM ANES Anesthesia 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

Job Description

Job Duties:

30% Provide full administrative support for multiple faculty including education faculty, including University Hospital Medical Director, and departmental research-funded grant faculty which includes composing routine and specialized correspondence and reports; screening and scheduling appointments; maintaining calendars; coordinating meetings, preparing agendas, recording meeting minutes, and presentation material; making travel arrangements; researching appropriate reference material for specified projects, etc. Answer inquiries into routine department procedures. Attendance at regularly scheduled staff meetings, training/workshops, and team building activities. Research and respond to inquiries for faculty and other support staff. Maintains an updated desk manual with current processes and cross trains backup staff as needed. Serves as departmental distribution list owner, updating as Anesthesia faculty and staff changes.

25% Communications/Reception: Greets and directs visitors to the anesthesia department; answers telephones, screens calls, and routes them appropriately. Answers inquiries into routine department procedures. Routes faculty relief list for Doctor of the Day referencing call schedules, late schedules, and daily schedule. Copies and distributes daily OR availability schedules for faculty and residents; upkeep of DOD notes for UH. Primary scheduler for the UH main conference room calendar. Responsible for updating resident calendars in the Simon Web paging system.

10% ID Bage and Radiation Badge Coordinator: Coordinate security access for faculty and staff including registering ID badges through public safety, assuring all have appropriate access to departmental facilities. Works directly with public safety to assure appropriate access is granted. Radiation badge coordinator for faculty, residents, interns and medical students. Assure that clinical staff is compliant with mandatory radiation safety policies including making sure they apply for radiation badges, take online tests, obtain and return radiation badges in a timely manner.

10% Provide backup coverage for administrative staff in the department as assigned. Duties to include Friday People schedule, ART schedule, Pain Management faculty support, etc.

10% Reimbursement: Prepare travel reimbursement documents for faculty including entering into OurDay, complying with all University and MUSCP accounts payable guidelines, rules and regulations. Responsible for Pain faculty reimbursements.

5% Mail Services and Inventory Control: Maintains inventory of UH departmental supplies, places Marketplace orders as needed for supplies – reviewing requests for adherence to departmental policy and university guidelines; serves as backup marketplace purchaser to primary administrative staff for ART, RT, SJCH or other Anesthesia sites as needed. Serves as a university P-Card holder. Receives incoming correspondence, sorting, screening and distributing to appropriate personnel.

5% Acts as grant purchaser at the direction of the department’s grants administrator, adhering to university and grant purchasing policies and guidelines using Marketplace and serves as a university P-Card holder. Provides support to research office (IIT’s for meetings and coordinating with dietary) and any other research office TR’s or RQ’s for research staff.

5% Other related duties as required.

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: http://www.uscis.gov/e-verify/employees