UNIV - Administrative Coordinator I - Pediatrics: Infectious Disease

Medical University of South Carolina•Charleston, SC

3d•$40,086 - $68,136

About The Position

The Division of Infectious Diseases within the Department of Pediatrics at the Medical University of South Carolina is recruiting an Administrative Coordinator. The role independently performs complex and confidential specialized assignments and administrative duties, requiring initiative, resourcefulness, problem-solving skills, independent judgment, and detailed knowledge of the division’s mission, responsibilities, and structure. The position maintains proficiency in duties supporting the division’s clinical, teaching, and research missions. The coordinator supports clinical program operations and improvement; division leadership, faculty, physicians, and staff; coordination with institutional and departmental partners; and procurement and travel. The role coordinates clinic and on-call schedules, referral workflows, patient access communications, recruitment and onboarding logistics, divisional records and meetings, institutional requests, purchasing, and travel. It also tracks operational metrics and action items and contributes to quality and workflow improvement activities.

Requirements

High school diploma and four years of relevant experience in business management, public administration, or administrative services; or a bachelor's degree and two years of experience in one of those fields.
Ability to perform the listed physical functions, including frequent upright, seated, walking/mobile, bending, reaching, and gross motor work with fine motor movements.
Ability to work indoors continuously and outdoors, in confined spaces, kneeling, squatting, and in dusty areas infrequently.
Ability to use both hands and arms, maintain finger dexterity and tactile sensory functions, and perform repetitive motions.
Ability to lift, carry, push, or pull objects weighing up to 15 pounds, as specified in the physical requirements.
Required corrected vision, visual recognition, depth perception, peripheral vision, color discrimination, and hearing abilities described in the physical requirements.

Responsibilities

Coordinate and maintain provider clinic, staffing, and on-call schedules; monitor capacity, address scheduling constraints, and communicate schedule changes.
Manage division referral workflows and administrative work queues, including checking referral completeness, routing referrals according to scheduling criteria, tracking status, closing scheduling loops, and following up on referrals that cannot be scheduled.
Serve as a primary administrative contact for patients, families, referring providers, and clinical partners about appointments, referrals, scheduling changes, and access matters; escalate clinical questions and urgent concerns through established pathways.
Collaborate with division leadership, providers, and operational partners to resolve patient access barriers and improve scheduling, referral processes, and clinical operations.
Coordinate implementation of new clinical services, program enhancements, workflow improvements, and other operational initiatives.
Participate in quality and operational improvement activities focused on clinic efficiency, patient access, workflow optimization, and patient experience.
Maintain scheduling guidance, referral management resources, and administrative procedures.
Track and analyze scheduling, referral, staffing, and operational metrics; identify trends and improvement opportunities; prepare reports and summaries; and escalate operational concerns or access barriers.
Provide administrative support to division leadership, faculty, physicians, and staff, including calendar, meeting, communication, and divisional activity coordination.
Coordinate faculty recruitment, onboarding, offboarding, and orientation, including candidate communications, interview logistics, itineraries, access requests, and administrative readiness.
Coordinate documentation, maintain records, track deadlines, and facilitate completion of recurring departmental and institutional requirements for faculty academic, clinical, and administrative activities.
Prepare and maintain divisional correspondence, presentations, reports, leadership materials, meeting agendas and minutes, operational summaries, and other administrative documents.
Coordinate division meetings, special projects, visiting faculty and guest activities, and other initiatives supporting divisional priorities and strategic goals.
Maintain electronic files, administrative systems, directories, and master calendars for recruitment, credentialing, compliance, evaluations, and other recurring activities.
Coordinate administrative requests, documentation, approvals, and follow-up with institutional teams, including human resources, finance, clinical operations, and support services.
Facilitate communication between the division and external stakeholders to resolve administrative issues and complete required processes.
Collaborate with administrative colleagues across the Department of Pediatrics and maintain productive relationships with internal and external partners.
Track outstanding requests, deadlines, and action items to ensure follow-through and resolution.
Coordinate procurement activities, including purchase requests, supplies, equipment orders, and vendor communications.
Assist with invoice processing, expense reconciliation, reimbursements, and purchasing documentation in accordance with MUSC policies and procedures.
Coordinate faculty and staff travel, including transportation, lodging, conference registration, and required travel documentation.
Prepare or assist with travel expense reports and supporting documentation.
Monitor procurement and travel requests, track approvals, and follow up to support timely processing.
Maintain accurate records of purchases, travel expenses, vendor information, and related transactions.
Perform other duties as assigned.