UNIV - Administrative Coordinator I - Department of Radiology

Job Description Summary

The Department of Radiology and Radiologic Science is currently recruiting for an Administrative Coordinator I. Under the direction of the Radiology Administrative Services Manager, the Administrative Coordinator position provides day-to-day management, direction, and leadership to multiple assigned divisions and leaders. This specific position will provide support to the Vascular & Interventional Radiology division. Will provide academic and executive administrative support to not only the VIR Division Director but faculty and residents within that division. The employee is expected to carry out the responsibilities of the position with minimum supervision. This includes exercising sound judgment, initiative and demonstrating a positive and professional image. This position requires excellent communication skills, as well as the ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC004533 COM RAD Administration CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

39,300.00 - 53,100.00 - 66,800.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Description:

The Department of Radiology and Radiologic Science is currently recruiting for an Administrative Coordinator I. Under the direction of the Radiology Administrative Services Manager, the Administrative Coordinator position provides day-to-day management, direction, and leadership to multiple assigned divisions and leaders. This specific position will provide support to the Vascular & Interventional Radiology division. Will provide academic and executive administrative support to not only the VIR Division Director but faculty and residents within that division.  The employee is expected to carry out the responsibilities of the position with minimum supervision. This includes exercising sound judgment, initiative and demonstrating a positive and professional image. This position requires excellent communication skills, as well as the ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.

30% Administrative Coordinator will support the VIR Division Director and other assigned division faculty. Administration and coordination of the workflow and the necessary administrative paperwork, and complex filing systems to support multiple assigned radiology divisions.

• Management of division and faculty compliance for professional licensure and certificate renewals to include preparation of exam applications, DHEC, DEA, BLS, and ACLS. Tracking and scheduling recertifications through OurDay and ensuring all renewal applications are submitted and reported in a timely manner.

• VIR Faculty has increased from six (6) to ten (10) since 2021. We are expecting more in the Orangeburg/Midlands area that this position will provide support for the fiscal year 2023-2024.

• Preparation and maintenance of assigned divisions and faculty division CVs, records, reports, mailing lists, professional society memberships, dues, and supporting materials to ensure that they are up to date. 

• Maintain accurate records in Interfolio for each assigned faculty for ongoing activities throughout the academic year.

• Preparation of accurate and detailed Annual Faculty and Division Reports for faculty review and submission.

• Preparation of annual ACGME metrics for core faculty scholarly activity, quarterly reports for medical student educational activity, and semiannual Faculty Development Tracking Reports for the Dean’s office. 

• Gather data and preparation of materials/documentation for faculty promotions.

• Coordinate and maintain documentation for travel and reimbursement.

• Coordinate/attend meetings, prepare agendas, take and disseminate minutes.

• Perform research and data retrieval requests for faculty.

• Complete visiting observer/professor documentation protocols.

• Coordinate and maintain accurate and up-to-date electronic records for division and faculty documentation.

• Manage and maintain division shared drives.

• Ensure all received documentation is scanned and filed.

• Tracks and ensures assigned faculty provides recent CVs for reference.  All records, reports, mailing lists, and supporting materials are updated and reviewed daily to ensure data is accurate

• Organize files electronically with the same nomenclature of files and folders for quick and efficient retrieval

• Track professional society memberships, dues, conferences, courses, and supporting materials.

• Provide direct executive-level administrative support to VIR Division Head and the Vice Chair of Community Radiology (for Orangeburg/Midlands area). In addition to providing the other responsibilities throughout this PD this position also:

  • Coordinates VIR Leadership Meetings (University and MUHA participants) and creates agenda, takes meeting minutes, and tracks action items.

  • Assist with division leadership responsibilities

  • Track and schedule LDI conference attendance

  • Scheduling and coordination of enterprise leadership meetings.

  • Higher level of service expectation regarding interactions, interpersonal and leadership skills.

• Provide direct administrative support to the Vice-Chair of the ACR Commission on Cardiovascular and Interventional Radiology

20% Manage and coordinate assigned divisions' reading room/call schedules and leave requests.

• This process is now utilized in QGenda:

  • Draft procedure service location/reading room/call schedules for assigned divisions to meet coverage requirements for multiple reading rooms, and outpatient clinics 3 months in advance.

  • Accurately complete equitability review of assignment distribution and quality control assessments once schedules are completed.

  • Coordinate division leave requests including creating, completing, tracking, and submitting all faculty leave

  • Effectively communicate QGenda schedule changes promptly to all stakeholders via email and distribution and posting schedules.

  • Serve as division timekeeper and ensure all vacations, sick time, and conference attendance is entered in QGenda.

• Manage daily schedule change requests. All Radiology divisions manage QGenda with the help of the Division Director except VIR.  VIR Admin manages 100% on their own.

• Accurately and promptly enter and update schedules/changes into Simon paging system.

Manage shared divisional leave calendars.

10% Manage individual faculty and division calendars.

• Accurately enter and update reading rooms and division service locations schedules to faculty and division calendars. 

• Schedule meetings as requested, anticipating, correcting, and scheduling conflicts. 

• Coordinate and schedule student shadowing opportunities within VIR

• Request all new incoming faculty be added to regular division meetings/conferences – contact meetings point of contact.

• Place faculty daily, evening, and weekend call as well as shadowing sessions, and lectures for residents, fellows, and medical students on individuals’ and divisional outlook calendars.

• Schedule daily outlook reminders of everyday clinic assignments, appointments, conferences, meetings, depositions, or lectures, as requested by individual faculty members.

10% Coordinate communication for assigned divisions and faculty.

• Send daily screenshots of the calendar as requested by individual faculty members.

• Screen incoming calls from faculty phones.  Triage all calls from a variety of sources, including those related to patient care, eg, patients, families, and agencies, in a professional and timely manner.

• Triage hardcopy and electronic correspondence and deliver to faculty.

• Compose letters, emails, memos, faxes, and mailing projects.

• Write and present information in an organized manner easily understood by the audience.

• Execute both written and oral instructions with minimal guidance.

• Independently produce original correspondence that is concise, relevant, and grammatically correct.

• Communicate and provide important information to faculty on a weekly basis to assist with their meeting deadlines such as completing mandatory training, adequate number of CMEs, logging in for attendance at conferences, etc.

• Keep updated Division lists including Nursing and RT(R) staff, including updated phone and mailing lists

• Will support the Lead Administrator with Regional Health Network/MUSC Community Physicians in the hiring process of Vascular and Interventional Radiologists for the Orangeburg/Midlands area.  The amount of faculty to be hired is TBD.

5 % Coordinate and maintain accurate and up-to-date electronic records for division and faculty documentation.

• Manage and maintain division shared drives.

• Ensure all received documentation is scanned and filed.

• Tracks and ensures assigned faculty provides recent CVs for reference.  All records, reports, mailing lists, and supporting materials are updated and reviewed daily to ensure data is accurate

• Organize files electronically with the same nomenclature of files and folders for quick and efficient retrieval

• Track professional society memberships, dues, conferences, courses, and supporting materials.

5% Participate on the department website and media communications team.

• Create and manage a VIR PowerPoint slideshow showing all division staff and faculty. 

• Update departmental research web pages on a regular basis.

• Ensure proper use of university branding and department guidelines

• Assist with the maintenance of the department website and various media communications.

• Provide photography as needed for the division including:

• Updated headshots of faculty and staff as requested

• Coordinate/Photograph annual division photo

• Maintain division photo boards and information bulletins:

• Update with recent publications

• Faculty awards and updates

• New staff updates

5% Coordinates divisions faculty, APP, and fellow recruitment interview process. 

• In collaboration with the division director, assign an interview team, create an itinerary, provide professional, accurate and communication with candidates regarding the process. 

• Schedule/coordinate hotel accommodations, dinner reservations, lunch orders, case presentations, and reimbursement submissions.

• Evaluation form distribution to interviewers, follow-up and collection, and submission to the division director for processing.

• We have increased from three (3) APPs to seven (7) since 2021.  With funding for two more APP’s so will increase to nine (9) by 2025. This position now provides support to all APPs as needed for clinical as well as administrative such as entering schedules and leave into QGenda.

5% Coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested.

• Coordinate a backup process for other administrative team members to use in case of planned and unplanned absence

• Provides backup administrative coverage for team members when they are on leave

• Provide specific back-up to administrative team lead, including schedules.

• Assist and provide backup for the educational support team in cases when they have technical issues with lectures or in the absence of team members

5% Coordination of sponsored divisional events.

• Provide support for sponsors and attendees as needed during the event (ie. Vendor Demos, etc.)

• Coordinate and assist with the facilitation of monthly scheduled Radial Days.

• Coordination of divisional and hospital-related events pertaining to nurse’s day.

• Obtain quotes for divisional swag and incentives, if needed place an order.  

• Design, order, and pick up plaques for VIR staff (going away plaques for PCC, and tech supervisors)

5% Perform data preparation and review and divisional events.

• Utilization of excellent proofreading skills for correcting drafts for spelling, punctuation, and syntax errors

• Review and prepare manuscripts and posters according to specific journal instructions

• Coordinate the printing of division materials including:

  • Yearly VIR Division Handbook

  • Poster presentations for display at conferences and at the hospital

  • Published articles for easy reference within the department

• Compose correspondence to accompany articles as requested

• Review and prepare materials for PowerPoint presentations

• Complete tasks in a consistent and timely manner

  • Meet deadlines by the established timeline or communicate adequately if a problem should arise

  • Make recommendations to department administrators relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to the overall operations of assigned divisions and department.  Perform special projects and/or additional assignments, as needed to keep the department running smoothly. 

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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