UNIV - Administrative Coordinator I - Department of Medicine: Division of Gastroenterology and Hepatology

Medical University of South Carolina•Charleston, SC

About The Position

The Administrative Coordinator I serves as the lead administrative coordinator for the Division of Gastroenterology and Hepatology, supporting its clinical and research missions across Advanced Endoscopy, General Gastroenterology, and the Digestive Disease Center’s research activities. The role provides daily programmatic support and coordinates clinical operations and administrative responsibilities with substantial autonomy in a changing environment. It requires effective communication, organization, customer service, diligence, sound judgment, initiative, and a positive, professional image while working with internal and external stakeholders. The position reports directly to the Administrative Coordinator II and has a matrix reporting relationship with the Division Operations Manager, Administrator, and Director. Responsibilities include coordinating clinical workflows and provider schedules; supporting research faculty and projects; providing executive-level support to the Advanced Endoscopy section chief; organizing GI Grand Rounds speaker logistics; assisting with patient records and paperwork; maintaining provider calendars and administrative records; and providing general program support.

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 relevant experience in those fields.
Ability to exercise sound professional judgment and initiative while maintaining a positive and professional image.
Effective communication, organizational, customer-service, and diligence skills.
Ability to coordinate administrative work and collaborate with a broad range of internal and external stakeholders.
Ability to handle confidential information and documentation.

Responsibilities

Coordinate information and documentation for assigned faculty and clinical operations in collaboration with division and Digestive Health ICCE staff.
Work with scheduling, patient access, and related departments to ensure requests are accurate and complete; manage clinic cancellations, template changes, and schedules, including contacting patients to reschedule when needed.
Coordinate with clinical staff to ensure assigned faculty and staff receive appropriate support; advise the Division Administrator and Administrative Coordinator II about matters affecting clinical operations.
Provide administrative and operational support to research faculty, investigators, and project teams; coordinate research activities and administrative processes and liaise with institutional offices and external sponsors.
Manage research calendars and meetings; coordinate research team seminars, workshops, and collaborations; prepare correspondence, agendas, minutes, and other documents; maintain secure and confidential project files; and communicate deadlines, deliverables, and policy updates.
Provide executive-level support to the Advanced Endoscopy section chief and work with the Director, representing the Director in communications with faculty, students, mentees, philanthropic relationships, and industry contacts.
Coordinate travel for the Director, faculty recruits, invited speakers, and others; screen and coordinate appointment requests, including complex and confidential matters; manage the Director’s calendar and prepare itineraries, minutes, correspondence, and agendas.
Coordinate GI Grand Rounds speaker communications and logistics, including intake forms and disclosures, travel and lodging, transportation, catering, venue and meeting-room reservations, faculty-host schedules, invitations, detailed itineraries, and shared-folder forms and templates.
Obtain patient medical records, pathology reports, and radiology disks from other facilities and scan records into EPIC.
Complete patient assistance applications and other paperwork; assist with FMLA paperwork and other legal documentation based on patient needs; maintain the EPIC inbox and Fax Hub.
Maintain calendars for assigned providers and associated activities, schedule appointments and events, brief providers on schedules, and research background information as requested.
Coordinate provider travel and submit travel and professional reimbursement requests; organize and track CME activities; review and update MUSC’s Interfolio for assigned faculty.
Receive, screen, and route correspondence for Advanced Endoscopy and General Gastroenterology; draft responses for provider review, ensure timely responses, and maintain correspondence archives.
Receive and direct telephone calls and visitors; provide information about program activities and provider schedules and ensure messages and responses are timely.
Provide other administrative support, including assisting coworkers as needed.