UNIV - Administrative Coordinator I - Department of OBGYN

Medical University of South Carolina • Charleston, SC

4d • Onsite

About The Position

The successful candidate will serve as a key operational resource supporting clinic scheduling accuracy, template management, reporting, system integrity, and provider workflow. This position requires strong attention to detail, effective communication, analytical skills, sound judgment, and the ability to collaborate across multiple teams to identify and resolve scheduling and operational issues.

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

• Manage Clinic Scheduling Operations: Review, assess, and approve daily clinic cancellation requests in QGenda, ensuring requests are processed accurately, timely, and in accordance with established scheduling guidelines.
• Maintain Accurate Scheduling Systems: Update QGenda daily to reflect clinic cancellations, schedule changes, and template modifications. Ensure QGenda and Epic schedules remain accurate, synchronized, and reflective of current clinic operations.
• Coordinate Patient Scheduling Activities: Partner with peers, Patient Access, and Central Scheduling teams and leadership to identify and resolve scheduling issues and ensure patient outreach and calls for appointments occurring within 30 days are current and appropriately managed. Evaluate requested schedule and template changes and assist in determining feasibility and appropriate implementation. Review reports and information provided by Patient Access and Central Scheduling liaisons. Investigate discrepancies, identify root causes, and collaborate with appropriate stakeholders to develop and implement effective solutions.
• Provide QGenda Training and Support: Develop and provide training and ongoing support to faculty and staff on the use, functionality, and viewing capabilities of QGenda. Serve as a resource for questions related to scheduling workflows and system functionality.
• Generate and Analyze Operational Reports: Track and monitor aging open encounters and assist providers with resolving errors or issues preventing encounter closure. Proactively communicate with providers regarding encounters approaching the 20-day aging threshold and follow up to ensure encounters are closed within the required 29-day timeframe. Produce standard and ad hoc reports using various reporting platforms, including Fabric, Power BI, Excel (pivot tables), Epic, QGenda, and other available systems. Analyze data to identify trends, discrepancies, scheduling concerns, and opportunities for operational improvement.
• Collaborate Across Departments: Establish and maintain effective working relationships with providers, faculty, staff, Patient Access, Central Scheduling, template builders, and other operational partners to promote accurate scheduling and efficient clinic operations.
• Provide Administrative Support: Assist the direct manager with email management, meeting coordination, follow-up activities, documentation, and other administrative and operational responsibilities as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED