UNIV - Administrative Coordinator I - Pediatrics: Infectious Disease

Medical University of South Carolina•Charleston, SC

2d•$40,086 - $68,136

About The Position

The Division of Infectious Diseases within the Department of Pediatrics is recruiting an Administrative Coordinator to independently perform complex, highly confidential administrative assignments. The role requires initiative, resourcefulness, problem-solving, independent judgment, and detailed knowledge of the division’s mission, responsibilities, and structure. The coordinator maintains proficiency in administrative duties supporting the division’s clinical, teaching, and research missions. The position coordinates clinical schedules and referral workflows, supports patient access and operational improvement, and provides comprehensive administrative support to division leadership, faculty, physicians, and staff. It also coordinates administrative processes with institutional and departmental partners, procurement and travel activities, and other duties as assigned. The position is with the Medical University of South Carolina (MUSC - Univ), in the Division of Infectious Diseases, Department of Pediatrics. It is classified, employee work, with 40 scheduled hours per week.

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 those fields.
Ability to independently handle complex, highly confidential administrative assignments using initiative, resourcefulness, problem-solving skills, and independent judgment.
Detailed knowledge of the division’s mission, responsibilities, and structure, and proficiency in administrative duties supporting clinical, teaching, and research missions.
Ability to perform the listed physical functions, including frequent seated, upright, walking/mobile, bending, and fine/gross motor tasks; continuous indoor work; and occasional lifting, carrying, pushing, or pulling of objects up to 15 pounds.
Ability to meet the listed visual, hearing, tactile, and dexterity requirements.

Responsibilities

Coordinate and maintain provider clinic, staffing, and on-call schedules; monitor capacity, address scheduling constraints, and communicate schedule changes.
Manage referral workflows and administrative work queues, including checking referral completeness, routing referrals, 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 regarding appointments, referrals, scheduling changes, and access matters; escalate clinical questions and urgent concerns through established pathways.
Work with division leadership, providers, and operational partners to identify and address patient access barriers and improve scheduling, referral processes, and clinical operations.
Coordinate implementation of clinical services, program enhancements, workflow improvements, and operational initiatives.
Participate in quality and operational improvement activities involving clinic efficiency, patient access, workflow optimization, and patient experience.
Maintain scheduling guidance, referral resources, and administrative procedures; track and analyze operational metrics, prepare reports, identify improvement opportunities, and escalate concerns to division leadership.
Provide administrative support to division leadership, faculty, physicians, and staff, including coordinating calendars, meetings, communications, and divisional activities.
Coordinate faculty recruitment, onboarding, offboarding, and orientation, including candidate communications, interview logistics, itineraries, access requests, and administrative readiness.
Coordinate documentation and records supporting faculty activities and recurring departmental and institutional requirements; track deadlines and facilitate completion.
Prepare and maintain 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 divisional initiatives.
Maintain electronic files, administrative systems, directories, and master calendars for recruitment, credentialing, compliance, evaluations, and recurring activities.
Coordinate administrative requests, documentation, approvals, and follow-up with institutional teams, including human resources, finance, clinical operations, and support services.
Facilitate communication with external stakeholders, collaborate with Department of Pediatrics administrative colleagues, and maintain working relationships with internal and external partners.
Track outstanding requests, deadlines, and action items to support follow-through and resolution.
Coordinate procurement, 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 documentation; prepare or assist with travel expense reports.
Monitor procurement and travel requests, track approvals, and maintain records of purchases, travel expenses, vendors, and related transactions.
Perform other duties as assigned.