UNIV Administrative Coordinator I Department of Medicine Division of Gastroenterology and Hepatology at Medical University of South Carolina

Job Description SummaryThis position serves as the lead Administrative Coordinator for the Division of Gastroenterology & Hepatologys with the purpose of providing executive level support to the clinical and research missions. This position supports three strategically essential areas the divisions Advanced Endoscopy and General Gastroenterology clinical programs as well as Digestive Disease Centers research mission. As the lead personnel for these areas the administrative coordinator provides daily and ongoing programmatic support while operating with a substantial amount of autonomy and adapts to a regular changing environment with a focus on coordinating various tasks related to clinical operations and other administrative responsibilities. Effective communication organizational skills customer service and diligence is a vastly important requirement as this position collaborates with a wide range of individuals both internally (i.e. divisional staff and faculty human resources credentialing and compliance Digestive Health ICCE leadership and staff etc.) and externally (i.e. referring providers philanthropic connections industry representatives etc.). The person holding this position is expected to carry out its assigned responsibilities by exercising sound professional judgment and initiative while demonstrating a positive and professional image.This position will report directly to the Administrative Coordinator II but will have a matrix reporting relationship with the Division Operations Manager Administrator and Director.EntityMedical University of South Carolina (MUSC - Univ)Worker TypeEmployeeWorker Sub-TypeClassifiedCost CenterCC000968 COM DOM Gastroenterology CCPay Rate TypeHourlyPay GradeUniversity-05Pay Range39764.00 - 56670.00 - 73576.000Scheduled Weekly Hours40Work ShiftDay (United States of America)Job DescriptionJob Duties:25% - provides high-level administrative and operational support to research faculty investigators and project teams. Assists in the coordination and management of research activities. Ensures efficient execution of research administrative processes and serves as a key liaison between faculty institutional offices and external sponsors. Manage calendars schedule meetings and coordinate logistics for research team activities including seminars workshops and collaborations. Prepare correspondence meeting agendas minutes and other administrative documents as requested. Maintain electronic and physical files for research projects ensuring data security and confidentiality. Serve as a primary point of contact for faculty staff sponsors and administrative offices related to research operations. Provide clear and timely communication to investigators regarding deadlines deliverables and policy updates.20% - In collaboration with the Division Administrator Administrative Coordinator II and Digestive Health ICCE staff manages workflows for assigned faculty relating to the coordination of information and documentation for clinical operations. Coordinates with Digestive Health Scheduling team the Patient Access Center and other related departments to ensure accuracy and completeness of requests for the Gastroenterology & Hepatology Division. Responsible for managing clinic cancellations template changes and clinic schedules for assigned providers which may require contacting patients and rescheduling appointments. Communicates and collaborates with the appropriate clinical staff (i.e. Certified Medical Assistants and Nurse Coordinators) to ensure that assigned faculty and staff are being appropriately supported. Proactively advises and communicates regularly with the Division Administrator and Administrative Coordinator II on all matters that could potentially result in positive and/or negative impacts on clinical operations.20% - Provides executive level support to the Advanced Endoscopy section chief. Works closely with the Director and represents this individual when communicating information to faculty students mentees philanthropic relationships industry contracts etc. Coordinates all travel logistics for the Director faculty recruits invited speakers and others as requested. Receives screens and coordinates appointment requests requiring judgment and interpretation of policies rules and procedures often on complex and confidential issues. Manages the Directors calendar including providing a daily itinerary along with meeting minutes correspondences agendas and other applicable administrative support as requested.10% - Responsible for obtaining patient medical records pathology reports and radiology disks from other medical facilities. Scans all records into the electronic medical record (EPIC). Responsible for completing patient assistance applications and other paperwork as needed assists with FMLA paperwork and other legal documentation as determined by patient needs. Maintains EPIC inbox and Fax Hub.10% - Receives incoming correspondence for the Advanced Endoscopy and General Gastroenterology programs screens and routes mail to appropriate personnel. Drafts responses as necessary for provider review. Ensures timely responses and accurate archiving by maintaining an accurate filing system for all programmatic correspondence. Receives telephone calls and visitors and screens and directs them as needed. Ensures that messages are concise and timely responses are provided. Serves as source of information on all Advanced Endoscopy and General Gastroenterology programs activities and assigned providers schedules. 10% - Maintains calendars for assigned providers and their associated activities (including monthly and quarterly conferences); schedules appointments and events; briefs providers of their schedules and provides background information for daily events. Assists providers by researching specific areas for requested background information. Coordinates travel arrangements and submits travel and professional reimbursement requests for assigned providers. Organizes and tracks CME activities. Reviews and updates MUSCs Interfolio for assigned faculty.5% - Provides other administrative support including supporting coworkers within as needed.Additional Job DescriptionMinimum Requirements: A high school diploma and four years relevant experience in business management public administration or administrative services; or a bachelors 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: Experience:IC Key Skills Marketing & Promotions,Attorney At Law,Jni,Airlines,Art Employment Type : Full-Time Experience: years Vacancy: 1