UNIV - Administrative Coordinator I - Department of Ophthalmology

Medical University of South Carolina•Charleston, SC

20h•$39,300 - $66,800•Onsite

About The Position

This position provides direct administrative support to multiple sub-specialist physicians within the Department of Ophthalmology at the Medical University of South Carolina (MUSC). The role involves managing clinic schedules, handling patient communication, coordinating procedures, and supporting general administrative tasks to ensure efficient clinic operations and optimal patient flow. The Administrative Coordinator I will work closely with physicians, scheduling teams, clinic staff, and interdepartmental partners to maintain high standards of patient care and administrative excellence.

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.
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 in confined/cramped spaces (Infrequent).
Ability to perform job functions from kneeling positions (Infrequent).
Ability to bend at the waist (Frequent).
Ability to squat and perform job functions (Infrequent).
Ability to perform 'pinching' operations (Infrequent).
Ability to fully use both hands/arms (Continuous).
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 lift objects, up to 15 lbs., from floor level to height of 36 inches, 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 (Continuous).
Ability to see and recognize objects at a distance (Frequent).
Ability to match or discriminate between colors (Frequent).
Ability to determine distance/relationship between objects; depth perception (Continuous).
Good peripheral vision capabilities (Continuous).
Ability to maintain hearing acuity, with correction (Continuous).
Ability to hear and/or understand whispered conversations at a distance of 3 feet.
Ability to perform gross motor functions with frequent fine motor movements (Frequent).
Ability to work in dusty areas (Infrequent).
Excellent interpersonal, organizational, and customer service skills.

Nice To Haves

Experience in a busy Ophthalmology clinic.
Experience with EPIC In Basket management.
Experience with Cataract Referral Queue management.
Experience with procedure scheduling and financial coordination.
Experience working with community partners like The Citadel and Cof C.
Experience training new staff.
Experience with special projects, taskforces, or events.

Responsibilities

Provide direct administrative support to multiple sub-specialist physicians, maintaining full engagement with each specialty.
Support future onboarding and training of new hires.
Review clinic schedules in advance to identify and resolve mis-scheduled patients, template inconsistencies, or other issues.
Notify patients of mis-scheduled appointments and assist with rescheduling to ensure timely access to care.
Manage physician clinic templates, including changes, frozen minutes, and overbook approvals.
Prepare, submit, and track all clinic change requests.
Coordinate clinic cancellations, ensuring they are requested and finalized at least 45 days in advance.
Review schedules against the Master Schedule to prevent conflicts and errors.
Serve as the liaison between physicians, scheduling teams, and clinic staff to optimize clinic efficiency and patient flow.
Independently perform routine and complex administrative duties using discretion, tact, and minimal supervisory assistance.
Monitor and manage EPIC In Basket messages, including phone messages, staff messages, CC’d charts, and patient advice notifications.
Ensure all incoming phone messages are addressed within one to two business days.
Document all patient communication attempts in EPIC using telephone encounters.
Make a minimum of two documented attempts to reach patients when follow-up is required.
Handle all patient phone calls professionally and courteously, ensuring timely follow-through to resolution.
Actively monitor and sign into the Cataract Referral Queue to answer patient calls and schedule new cataract consultation appointments.
Ensure all cataract-related calls received during business hours are answered on the same business day.
Respond to after-hours cataract calls on the following business day.
Schedule all in-office procedures for assigned physicians.
Notify patients of any applicable elective or out-of-pocket fees prior to procedures.
Accurately log elective fee information in the designated Excel tracking tool for Financial Counseling review and collection.
Coordinate with Referral and Financial teams to ensure all referrals, authorizations, and financial clearances are in place prior to procedures.
Communicate with revenue cycle teams regarding elective services, billing inquiries, and payment concerns.
Support Financial Assistance Program (FAP) and Coordination of Benefits (COB) processes.
Collaborate closely with Operating Room scheduling teams to resolve scheduling conflicts and optimize OR utilization.
Partner with physicians, residents, faculty, clinical staff, and administrative leadership to support clinical operations and patient care initiatives.
Manage all correspondence, including patient letters, physician requests, vacation requests, clinic cancellations, and travel itineraries.
Prepare and submit required approval forms related to correspondence, scheduling, and operational changes.
Maintain physicians’ calendars, office files, surgery schedules, certifications, and licensure documentation.
Schedule and coordinate meetings and departmental activities as needed.
Respond to or appropriately route routine internal and external inquiries using independent judgment.
Work with community partners to schedule patients on an urgent-need basis.
Proactively identify potential issues and implement solutions with minimal supervisory guidance.
Maintain excellent interpersonal, organizational, and customer service skills at all times.
Cross-train in additional medical specialties to ensure continuity of operations during staff absences or coverage needs.
When covering for another team member, assume full responsibility for their daily duties and assigned tasks.
Train front desk staff on clinic scheduling workflows as needed.
Train all new administrative staff following the established six-week training guide.
Perform Special Projects assigned by the Administrative Supervisor and / or Department Administrator.
Perform other duties as assigned by the Administrative Supervisor and/or Department Administrator in support of departmental operations.

Benefits

Pay Rate Type Hourly
Pay Grade University-GEN07
Pay Range 39,300.00 - 53,100.00 - 66,800.000
Participates in the federal E-Verify program
Career opportunities available in academics, research, hospital medicine, physician practices and support services.
Attracts more than $250 million annually in research funding.
Clinical and Translational Science Award (CTSA) Program.
MUSC Health operates a 750 bed medical center.
Nationally recognized Children’s Hospital.
Ashley River Tower (cardiovascular, digestive disease, and surgical oncology).
Hollings Cancer Center (one of fewer than 70 elite National Cancer Institute designated centers).
Level I Trauma Center.
Institute of Psychiatry.
More than 100 outreach clinics, hospital/health system affiliations, and telehealth sites.
U.S. News & World Report placed us among the top one percent of all American hospitals, with 11 specialties in the top 50.
MUSC Medical Center is also one of only three Magnet® designated hospitals in South Carolina.