UNIV - Program Coordinator I - Department of Pediatrics

Medical University of South Carolina; Charleston (SC); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading healthcare institution is seeking an administrative support professional for the Division of Child Abuse Pediatrics. The role involves managing patient services, coordinating appointments, and providing essential administrative support to enhance clinic operations. Ideal candidates will have a Bachelor's degree and relevant experience, particularly in pediatrics. Join a dynamic team dedicated to improving child healthcare services.

Qualifications

• 1 year relevant program experience.
• Experience in Pediatrics' Clinics preferred.

Responsibilities

• Coordinate patient services and manage appointment requests.
• Prepare documents and maintain organized files.
• Facilitate division-related purchases and vendor setup.

Skills

Administrative Experience

Customer Service

Education

Bachelor's Degree

Tools

Epic

Job description

Job Description Summary

Provides administrative support to the Division Chief and the Division of Child Abuse Pediatrics. Serves as a liaison between Child Abuse Pediatrics, the Pediatric Business Office, and other departments within MUSC. Manages daily coordination of patient services and provides administrative support as needed. Schedules appointments and meetings in alignment with the clinic schedule, submits leave requests, arranges airfare, hotel, and ground transportation for conferences, and coordinates depositions and speaking engagements.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC001012 COM PEDS Child Abuse CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Provides administrative support to the Division Chief and the Division of Child Abuse Pediatrics. Serves as a liaison between Child Abuse Pediatrics, the Pediatric Business Office, and other departments within MUSC. Manages daily coordination of patient services and provides administrative support as needed. Schedules appointments and meetings in alignment with the clinic schedule, submits leave requests, arranges airfare, hotel, and ground transportation for conferences, and coordinates depositions and speaking engagements.

MUSC Minimum Experience and Training Requirements:
A bachelor's degree and one year relevant program experience.

Preferred Experience & Additional Skills:
Administrative Experience with Pediatrics' Clinics.

Job Duties:

35% - Medical and clinical services preparation and patient management: Collaborates closely with the patient access center, acute/ambulatory care teams, and other staff to manage the patient referral and appointment process. Takes a lead role in receiving, screening, and coordinating appointment requests or calls that require clinical intervention, often involving complex or confidential matters. Manages clinic cancellation and template change requests for faculty and staff, ensuring they are routed correctly. Scans relevant patient information or documents into the patient's record in Epic, confirming the accuracy of entries. Retrieves patient medical records upon request and ensures that all patient-related correspondence is properly linked to the patient’s medical record.

30% - Prepare documents, letters, and reports as requested, and maintain organized files for important and confidential materials. Manage the Divisional RightFax system, ensuring the proper distribution and return of faxes and communications. Continuously optimize administrative processes, utilizing resources effectively to uphold high standards of customer service.

20% - Coordinate and prepare division-related purchases from various funding sources, adhering to the procurement guidelines established by MUSC University and MUSC Physicians. Facilitate vendor setup and process payments, ensuring compliance with State and MUSC Procurement regulations, policies, and procedures. Reconcile and allocate monthly purchasing card (PCard) transactions accurately.

10% - Responsible for recording minutes and tracking action items for Division meetings and meetings with external stakeholders.

5% - Completes other duties assigned.

Additional Job Description

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 squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) 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 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. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

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