UNIV - Administrative Coordinator I - Pediatrics: General Pediatrics

MUSC Children's Health; Charleston (SC); Hybrid; USD 39,000 - 67,000; Full time

Job summary

MUSC Children's Health seeks an Administrative Coordinator to support complex assignments in the Division of General Pediatrics. The role includes managing relationships with the Pediatric Business office, coordinating administrative duties, and ensuring efficient patient management within the division.

The successful candidate will leverage strong communication and organizational skills while maintaining proficiency in clinical and administrative operations. This position qualifies for potential partial remote work after an orientation period.

Qualifications

• Excellent verbal and written communication skills, ability to work independently with little supervision.
• Proactive performance of duties, exceptional problem-solving skills.
• Knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.

Responsibilities

• Perform management support services for the Division of General Pediatrics.
• Assist with scheduling and managing patient referrals.
• Coordinate purchasing and vendor relations.
• Manage incoming correspondence and maintain medical records.
• Submit faculty leave requests and coordinate special events.

Skills

Verbal and written communication skills

Problem-solving skills

Knowledge of Microsoft Office Suite

Education

High school diploma with 4 years of relevant experience or a bachelor's degree with 2 years of experience

Job description

Job Overview

The Division of General Pediatrics 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 require initiative, resourcefulness, problem‑solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division.

Additional Details

Entity: Medical University of South Carolina (MUSC - Univ)

Worker Type: Employee
Worker Sub-Type: Classified
Cost Center: CC001020 COM PEDS General Pediatrics CC
Pay Rate Type: Hourly
Pay Grade: University-GEN07
Pay Range: $39,300.00 - $53,100.00 - $66,800.00
Scheduled Weekly Hours: 40
Work Shift: (not specified)

Job Description

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.

Duties (by percentage of time)

• 30% – Performs standard management support services for the Division of General Pediatrics, acts as liaison between the Division of General Pediatrics and the Pediatric Business office as well as other areas of the Department and MUSC, including light personnel and HR duties and procurement. Provides day‑to‑day office management and administrative support for the Division Chief, daily management of Outlook calendars and inpatient service and call calendars in SimonWeb, coordinates meetings, conference calls, and appointments, assists with travel arrangements, delivers documentation to the correct departments, and 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 and proactively seeks solutions and improvements to overall operations.
• 25% – 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, assists with scheduling and resolving conflicts, enters or reviews patient information in the electronic medical record Epic, completes clinic cancellation and template change requests for faculty and staff and routes appropriately, scans pertinent information or patient documents into the patient’s record in Epic and verifies accurate entry.
• 20% – Coordinates and prepares division‑related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians, facilitates vendor setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations, reconciles and allocates monthly purchasing card (PCard) transactions.
• 15% – Triages incoming correspondence, reads and channels to appropriate individual or department. Oversees administrative and maintenance of divisional medical records documents or activities, ensures access to needed medical record documentation, helps with filing patient records into Epic folders, obtains patient medical records when requested, identifies patient‑related correspondence by the patient medical record, receives and triages calls related to patient care from a variety of sources, responds to inquiries, and if clinical, places a message in the patient’s chart to be responded to by a nurse or physician.
• 5% – Ensures faculty leave requests are submitted in a timely fashion and in alignment with ambulatory access policies, coordinates details and logistics of special events including monitoring timelines to ensure deadlines are met regarding the success and completion of the event, including continuing education conferences and departmental projects, and ensures providers’ curricula 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.

Minimum Experience and Training Requirements

• 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.

Additional Skills and Abilities

• Excellent verbal and written communication skills, ability to work independently with little supervision.
• Proactive performance of duties, ability to disseminate information with clarity, exceptional problem‑solving skills.
• Knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.

Physical Requirements

• Continuous – 6‑8 hours per shift: Ability to perform job functions in an upright position; Ability to work indoors.
• Frequent – 2‑6 hours per shift: Ability to perform job functions in a seated position; Ability to perform job functions while walking/mobile; Ability to reach in all directions; Possess good finger dexterity; Ability to perform repetitive motions with hands/wrists/elbows and shoulders; Ability to maintain hearing acuity, with correction; Ability to hear and/or understand whispered conversations at a distance of 3 feet; Ability to work in dusty areas.
• Infrequent – 0‑2 hours per shift: Ability to work outdoors in all weather and temperature extremes; Ability to work in confined/cramped spaces; Ability to perform job functions from kneeling positions; Ability to bend at the waist; Ability to squat and perform job functions; Ability to perform 'pinching' operations; Ability to fully use both hands/arms; Ability to lift and carry 15 lbs., unassisted; Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted; Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted; Ability to push/pull objects, up to 15 lbs., unassisted; Ability to maintain 20/40 vision, corrected, in one eye or with both eyes; Ability to see and recognize objects close at hand and at a distance; Ability to match or discriminate between colors; Ability to determine distance/relationship between objects; Good peripheral vision capabilities; Ability to maintain tactile sensory functions.

Equal Opportunity Employer

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, see http://www.uscis.gov/e-verify/employees