UNIV - Administrative Coordinator I - Department of Pediatrics: Neonatology

Job Description Summary

The Division of Neonatology within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will be part of a team who works independently performing a variety of complex administrative duties. The successful applicant will be responsible for administrative activities for the Division of Neonatology and coordinating, as needed, those activities with the Department of Pediatrics. This includes assisting assigned faculty, and staff when needed, with travel, faculty biographies and CVs, managing call schedules and faculty calendars, leave requests, reimbursements, ordering supplies, processing insurance letters, and required clinical licensure renewals.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001025 COM PEDS Neonatology 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

The Division of Neonatology within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will be part of a team who works independently performing a variety of complex administrative duties. The successful applicant will be responsible for administrative activities for the Division of Neonatology and coordinating, as needed, those activities with the Department of Pediatrics. This includes assisting assigned faculty, and staff when needed, with travel, faculty biographies and CVs, managing call schedules and faculty calendars, leave requests, reimbursements, ordering supplies, processing insurance letters, and required clinical licensure renewals.

Additional Knowledge and Skills:

Will maintain confidentiality meeting protected patient health information standards.

Knowledge of basic computer programs such as MS Word, Excel, Outlook Express Mail, and Outlook Calendar. This list is not limited to those programs listed.

Job Duties:

25% Plan, coordinate, and perform administrative activities for the Division of Neonatology and coordinate, as needed, those activities with the Department of Pediatrics. Assist the Division with scheduling rooms for in-person meetings and conferences, management of virtual meetings, sending conference reminders, preparation and distribution of Division internal contact lists and external distribution lists for specific conferences, and preparation of conference attendance reports. Maintain an office supply inventory, order supplies as needed, and manage all Division office equipment to ensure all is in proper working order. Professional communication within the Division and with outside physicians, government agencies, regulatory organizations, and certifying agencies through well-developed skills in person-to-person communication, telephone and video call conversations, and email. Maintain and update SimonWeb (Rapid Connect) Division call schedules, as necessary. - (Essential)

25% Primary contact to answering the main neonatology telephone line, using Simon paging, and sending group messages. Provide general administrative tasks, including but is not limited to, copying, follow mailing procedures and distributing the mail on a rotation basis. As needed, work with other hospital agencies such as but not limited to maintenance and housekeeping, or computer help desk requests, and update Simon paging for changes.

25% Assist assigned faculty and staff with making travel arrangements and submitting travel reimbursements; processing payments for abstracts, conference registrations, and membership fees; managing faculty biographies and CVs (using Interfolio®); faculty calendars; processing and recording leave requests; assist faculty with scholarly obligations and meeting deadlines, including but not limited to acquiring articles, managing CME credits, organizing academic meetings, maintenance of professional licenses and certifications; process reimbursements and payments to cover publication expenses and costs associated with other academic obligations; work with appropriate Division personnel to prepare SC DHEC reports and Quarterly Perinatal Quality Reports which requires the appropriate use of patient information and an understanding of MUSC regulations regarding protected health information.

10% Assist research personnel with the administrative support for their research, including ordering study supplies, and preparing and maintain regulatory binders, assist with communication with IRB and other internal committees.

10% Function as a backup for the other administrative support within the division. Including with the fellowship coordination and Newborn Metabolic Screening Program. Collect, process, and send specimens to DHEC, and will receive and process results as required using online programs such as Beaker/EPIC.

5% Other duties as assigned or requested.

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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