Job Description Summary
The Division of Neurology & Genetics within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will work independently, performing a variety of complex and specialized assignments and administrative duties that requires initiative, resourcefulness, problem-solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. To remain efficient in this position, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the division.Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type
ClassifiedCost Center
CC001027 COM PEDS Neurology CCPay Rate Type
HourlyPay Grade
University-05
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
Job Purpose: The Division of Neurology & Genetics within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will work independently, performing a variety of complex and specialized assignments and administrative duties that requires initiative, resourcefulness, problem-solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. To remain efficient in this position, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the division.
This position may be eligible for partial remote work after an orientation period.
Additional Skills and Abilities: Individual must possess excellent verbal and written communication skills and be able to work independently with little supervision. Must be proactive in the performance of duties, disseminate information with clarity, and possess exceptional problem solving skills. Knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
Duties:
30%
Medical/clinical services preparation and patient management: Works closely with the patient access center, ambulatory clinical care team members and others on the patient referral process, assist with scheduling and resolving conflicts. Enter or review patient information in the electronic medical record: Epic. Complete clinic cancellation and template change requests for faculty and staff and route appropriately. Scan all pertinent information or patient documents into the patient’s record in Epic and verify the documents have been entered accurately.
25%
Performs standard management support services for the Divisions of Neurology and Genetics. Acts as liaison between Divisions of Neurology and Genetics and the Pediatric Business office as well as other areas of the Department and MUSC, to include light personnel and HR duties and procurement. Provides day-to-day office management and administrative support for the Division Chief to include daily management of Outlook calendars as well as the inpatient service and call calendars in SimonWeb. Coordinates meetings, conference calls, and appointments. Assist with travel arrangements. Delivers documentation to the correct departments/divisions. Manages daily administrative activities as assigned in support of MUSC and the division.
Makes recommendations to department administrators relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to the overall operations.
20%
Triages incoming correspondence: Reads and channels to appropriate individual or department. Oversee administrative and maintenance of any divisional medical records documents or activities; assure access to needed medical record documentation and help with filing patient records into Epic folders. Obtains patient medical records when requested. Ensures all patient related correspondence is identified by the patient medical record. Receives and triages calls related to patient care from a variety of sources, eg, patients, families, agencies in a professional manner. Responds to inquiries from patients and physicians in a timely manner. If the call is clinical in nature, incumbent places a message in the patient's chart in to be responded to by a nurse or physician.
15%
Coordinate and prepare division-related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Facilitate vendor setup and payments ensuring
policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations. Reconcile and allocate monthly purchasing card (PCard) transactions.
5%
Ensure faculty leave requests are submitted in a timely fashion and in alignment with ambulatory access policies. Coordinates details and logistics of special events, including the monitoring of timelines to ensure deadlines are met regarding the success and completion of the event to include continuing education conferences and departmental projects. Ensure providers’ curriculum vitaes are updated and uploaded in Interfolio or equivalent faculty information system on a regular frequency as determined by the Office of the Chair.
5%
Other duties as assigned and needed.
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
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MUSC Children’s Health is part of South Carolina's most comprehensive academic health care system, offering career options at our nationally ranked pediatric hospital, ambulatory surgical and specialty care center, children’s research institute and clinics and patient care sites. We provide the broadest range of advanced care devoted exclusively to the well-being of children.
Our nationally ranked pediatric hospital is located in downtown Charleston, while our primary, urgent, and specialty care clinics can be found throughout the Tri-County area. We proudly care for patients across South Carolina, the southeast region and beyond.
MUSC Shawn Jenkins Children’s Hospital (SJCH) consists of 250 beds and opened in February 2020 as a replacement facility for the MUSC Children’s Hospital, formerly on Ashley Avenue. MUSC SJCH provides the most advanced pediatric care possible in more than 27 specialty areas, in person or through a robust telehealth network, and includes:
The MUSC Pediatric & Congenital Heart Center ranked #4 in the country for the second year in a row by U.S. News & World Report’s Best Children’s Hospitals 2023-2024. The program functions through a nationally unique statewide collaboration of pediatric heart surgeons and cardiologists and is also annually recognized as providing exceptional care by the Society of Thoracic Surgeons Congenital Heart Surgery Public Reporting.
Housed within MUSC SJCH, the Pearl Tourville Women’s Pavilion (PTWP) seamlessly integrates children’s care and obstetrical services, thereby enhancing safety and improving outcomes in low and high-risk pregnancies. The Advanced Fetal Care Center ensures that families expecting babies with complex congenital birth defects or medical problems receive care from board-certified maternal-fetal medicine providers collaborating with a large multidisciplinary care team of pediatric specialists. The PTWP care is one of only a handful of women’s facilities in the country to offer couplet-care rooms, where newborns and mothers can recover together in an intensive-care setting.
Hear from our care team members about why they love working at MUSC Children's Health.
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