UNIV - Administrative Coordinator I - Department of Ophthalmology

Medical University of South Carolina • Charleston, SC

1d • Onsite

About The Position

The Department of Ophthalmology is seeking a highly organized and detailed oriented individual to directly provide administrative support for providers. The Coordinator is expected to co-manage administrative support for Ophthalmology providers as well at the fellowship programs within our department. There are currently 5 fellows (2 research and 3 clinical) with the potential to add 2 clinical fellowships in FY26. The person in this position must be willing to adapt to a regularly changing environment that at times can require activities outside their routine responsibilities. Effective organizational skills, customer service, and a high degree of communication is a vastly important requirement as this position collaborates with a wide range of individuals.

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.
• Ability to perform job functions in a seated position.
• Ability to perform job functions while walking/mobile.
• Ability to work indoors.
• Ability to bend at the waist.
• Ability to fully use both hands/arms.
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders.
• Ability to reach in all directions.
• Possess good finger dexterity.
• Ability to maintain tactile sensory functions.
• Ability to lift and carry 15 lbs., unassisted.
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted.
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted.
• Ability to push/pull objects, up to 15 lbs., unassisted.
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes.
• Ability to see and recognize objects close at hand.
• Ability to see and recognize objects at a distance.
• Ability to match or discriminate between colors.
• Ability to determine distance/relationship between objects; depth perception.
• Good peripheral vision capabilities.
• Ability to maintain hearing acuity, with correction.
• Ability to perform gross motor functions with frequent fine motor movements.

Responsibilities

• Assist the Fellowship Program Directors with recruitment and interview set up and support. Serve as the point of contact to the Fellowship Program Directors for all initiatives related to their fellowship, training, and education responsibilities. Coordinate and schedule education and clinical conferences and events; facilitate communication with fellows regarding training and policies.
• Manage all patient surgeries including, but not limited to, scheduling, documentation, consents and patient education using all associated specialized computer systems. Prepare patient files for surgery by reviewing documentation of clinic visits, pre-op work ups and appointments, lab reports and referring physician correspondence. Provide ongoing coordination and communication to all preoperative patients.
• Manage physicians’ clinics by approving overbooks and reviewing upcoming clinic schedules. Serve as the liaison between scheduling, staff and physicians to ensure clinic efficiency. Responsible for template changes, clinic cancellations and add-ons and any associated patient notification by phone or letter. Prepares all clinic change requests and approvals to ensure processing in a timely manner.
• Coordinate patient financial responsibilities with financial counseling and precertification teams. Communicate with revenue cycle teams regarding all elective service needs and billing issues. Oversee FAP and COB financial assistance requests.
• Handles all correspondence including but not limited to, patient letters, physician requests, vacation requests, clinic cancellations, travel itineraries and submission/completion of corresponding approval forms. Manages physicians’ calendars, office files, surgery schedules, certifications and licenses.
• Handles all phone calls in a professional manner which includes extensive communications with patients, physicians and their offices, faculty, residents and staff. Respond to any questions, concerns from patients, physicians, faculty, residents and staff on a timely basis, and follows through to resolution.
• Independently performs other administrative duties as needed with the ability to handle all routine situations with expertise. Must know how to use discretion and tact in dealing with faculty, colleagues and patients. Ability to recognize a potential problem and find a solution with minimal supervisor assistance. Excellent interpersonal as well as customer service skills.
• All other duties as assigned by the Department Administrator.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees