UNIV - Administrative Coordinator I - Pediatrics: General Pediatrics and Primary Care

Medical University of South Carolina • Charleston, SC

1d

About The Position

The Divisions of General Pediatrics and Primary Care 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 requires initiative, resourcefulness, problem-solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. The Administrative Coordinator position provides direction, leadership, and day-to-day management for the General Pediatrics and Primary Care Divisions. 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 divisions. This position may be eligible for partial remote work after an orientation period.

Requirements

• A 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.

Responsibilities

• Performs standard management support services for the Division of General Pediatrics and Pediatric Primary Care. Acts as liaison between Division of General Pediatrics and Pediatric Primary Care and the Pediatric Business office as well as other areas of the Department and MUSC, to include light personnel and HR duties and procurement. Provides day-to-day office management and administrative support for the Division Chief to include daily management of Outlook calendars as well as the inpatient service and call calendars in SimonWeb and outpatient and inpatient schedules in QGenda. Coordinates meetings, conference calls, and appointments. Assist with travel arrangements. Delivers documentation to the correct departments/divisions. 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. Proactive in seeking solutions and improvements to the overall operations.
• 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, assist with scheduling and resolving conflicts. Enter or review patient information in the electronic medical record: Epic. Complete clinic cancellation and template change requests for faculty and staff and route appropriately. Scan all pertinent information or patient documents into the patient’s record in Epic and verify the documents have been entered accurately.
• Coordinate and prepare division-related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Facilitate vendor setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations. Reconcile and allocate monthly purchasing card (PCard) transactions.
• Triages incoming correspondence: Reads and channels to appropriate individual or department. Oversee administrative and maintenance of any divisional medical records documents or activities; assure access to needed medical record documentation and help with filing patient records into Epic folders. Obtains patient medical records when requested. Ensures all patient related correspondence is identified by the patient medical record. Receives and triages calls related to patient care from a variety of sources, eg, patients, families, agencies in a professional manner. Responds to inquiries from patients and physicians in a timely manner. If the call is clinical in nature, incumbent places a message in the patient's chart in to be responded to by a nurse or physician.
• Ensure faculty leave requests are submitted in a timely fashion and in alignment with ambulatory access policies. Coordinates details and logistics of special events, including the monitoring of timelines to ensure deadlines are met regarding the success and completion of the event to include continuing education conferences and departmental projects. Ensure providers’ curriculum vitaes are updated and uploaded in Interfolio or equivalent faculty information system on a regular frequency as determined by the Office of the Chair.
• Other duties as assigned and needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees