UNIV - Administrative Coordinator II - Surgery: Vascular Surgery

Job Description Summary

The Department of Surgery, Division of Vascular Surgery is actively recruiting and Administrative Coordinator II.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001075 COM SURG Vascular Surgery CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

47,588.00 - 67,817.00 - 88,047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Pay Range:

$47,588.00 - $67,817.00 - $88,047.00 (min - mid - max)

Job Duties:

• 35% - Executive Administrative Support
  - Provides executive level administrative support for the Division Chief and division faculty.
  - Works closely with the faculty and represents them when communicating information to faculty, staff and prospective faculty.
  - Receives screens and coordinates appointment requests/calls requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues.
  - Manages Division Director’s calendar and clinical schedule.
  - Provides administrative and clinical support for other faculty members as assigned.
  - Supports the Division Administrator with the day-to-day operations of the office.
  - Insures optimal administrative processes are maintained and developed to utilize administrative resources that reflect excellent customer service values, both internal and external. 
  - Prepares, distributes, and maintains academic, clinical, and research schedules, including call schedule.
  - Manages the Division-wide calendar and coordinates conferences and faculty meetings.
  - Coordinates Faculty meetings and records meeting minutes, correspondences, agendas, and other applicable administrative support as requested.
  - Updates faculty CV’s as needed in Interfolio in preparation for annual faculty reviews and/or faculty promotions.
  - Coordinates meetings including CME and ad hoc Divisional Meeting requests to include room reservations, minutes, attendance tracking and key information dissemination
  - Supervise the clinical administrative staff within the designated division. Counsel, guide, mentor and discipline staff according to office policy and procedures.
  - Keep staff abreast of organizational changes. Conduct frequent meetings with staff to discuss strategies in how to improve individual performance & productivity. Maintain teamwork environment by effective leadership and working collaboratively with all members of the Department of Surgery (administrative, physician extenders, students, residents, and attending physicians).
  - Develop strategies for distribution of work, improve collaboration, and maximize productivity of the clinical administrative staff. Assist with phone coverage and admin support in the absence of an admin.

• 35% - Clinical Operations Responsibilities
  - Serves as clinical admin liaison between administrative staff, providers, referral centers, clinical operations and provides consultation to the division on clinical administrative policies and procedures.
  - Manages clinical administrative support staff, as assigned, to ensure they provide the needed clinical support to patients, attending physicians, fellows and APPs.
  - Proficient in Epic, scheduling, clinic cancelations and templates and serves as a resource to the team.
  - Responsible for managing clinic cancellations, template changes, and clinic schedules as assigned including patient scheduling under 30 days and other clinical duties as assigned
  - Effectively handles patients’ complaints/issues that are escalated to manager for resolution and patient satisfaction.
  - Coordinates clinical efforts to align with corporate and institutional goals by serving as the departmental liaison to various institutional and corporate service groups including but not limited to ICCE working groups, CRC, MUSCP Compliance, Clinical Administrators Business Group, etc. 

• 20% - HR Responsibilities
  - Responsible for coordinating all activities related to divisional faculty recruitment, visiting professors and invited speakers. This includes coordinating itineraries, scheduling interviews, handling all travel arrangements, coordinating candidate evaluations and overseeing visits.
  - Serves as a liaison with credentialing, licensing, and training.
  - Manages division professional licensing requirements at MUSC and affiliated sites. Provide credentialing offices with licensure and credentialing documents for ongoing privileges (ACLS/BLS, CRPS, PIV, TMS, Background Checks and paperwork updates).
  - Assists with faculty and staff personnel issues HR activities for the division which include pre and post hire activities such as job postings, onboarding, position description updates, re-classifications, salary increases, bonus justifications, exit interviews, and separations.
  - Responsible for management and approval of time cards and all staff performance evaluations and position description updates.
  Assist faculty with the annual Interfolio review process and ensures reviews are scheduled and completed by the COM Dean’s Office deadline.

• 10% - Other Duties as Assigned
  - Serve as the Division’s point of contact for Physical Plant, Housekeeping, equipment repairs and office supplies and equipment ordering.
  - Coordinates and supervises all special projects as directed.
  - Performs all duties of senior office manager in his/her absence to include but not limited to reviewing and approving CCR’s and PATH forms, fielding questions from all faculty and staff, supporting faculty as needed, handling Shield forms.

Additional Job Description

Minimum Requirements:

A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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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