UNIV - Administrative Coordinator I - Department of Radiology

Medical University of South Carolina•Charleston, SC

21h•$39,300 - $66,800•Onsite

About The Position

The Department of Radiology and Radiologic Science is currently recruiting for an Administrative Coordinator I. Under the direction of the Radiology Administrative Services Manager, the Administrative Coordinator position provides day-to-day management, direction, and leadership to multiple assigned divisions. Provides academic and executive administrative support to not only the division directors but also faculty and residents within that division. Provide coordinator support to the Vice Chair for Research and the department’s research division.

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

Administration and coordination of the workflow and the necessary administrative paperwork, maintaining electronic records, and complex filing systems to support multiple radiology divisions.
Management of division and faculty compliance for professional licensure and certificate renewals to include preparation of exam applications, DHEC, DEA, BLS, and ACLS. Tracking and scheduling recertifications through OurDay and ensuring all renewal applications are submitted and reported on time.
Preparation and maintenance of assigned divisions and faculty division CVs, records, reports, mailing lists, professional society memberships, dues, and supporting materials to ensure that they are up to date.
Maintain accurate records in Interfolio for each assigned faculty for ongoing activities throughout the academic year.
Preparation of accurate and detailed Annual Faculty and Division Reports for faculty review and submission.
Preparation of annual ACGME metrics for core faculty scholarly activity, quarterly reports for medical student educational activity, and semiannual Faculty Development Tracking Reports for the Dean’s office.
Gather data and preparation of materials/documentation for faculty promotions.
Coordinate and maintain documentation for travel and reimbursement.
Manage electronic document files.
Perform data preparation and review as requested by the division.
Coordinate/attend meetings, prepare agendas, take and disseminate minutes.
Perform research and data retrieval requests for faculty.
Manage faculty and divisional calendars and schedules.
Manage divisional compliance with all leave and attendance policies.
Manage divisions’ leave requests and schedule meetings as requested.
Serve as timekeeper for the division and ensure all vacations, sick time, and conference attendance are reported to the department schedule coordinator and Timekeeper Manager for OurDay.
Review all schedules for accuracy; anticipate and correct scheduling conflicts.
Coordinate, enter, and update the on-call schedule, Simon schedule, and faculty and division calendars.
Coordinate, enter, and update the QGenda schedule.
Manage divisions’ faculty and fellowship recruitment interview process.
In collaboration with the division director, assign an interview team, create an itinerary, and provide professional and accurate communication with candidates regarding the process.
Schedule/coordinate hotel accommodations, dinner reservations, lunch orders, case presentations, and reimbursement submissions.
Evaluation form distribution to interviewers, follow-up and collection, and submission to the division director for processing.
Coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested.
Coordinate a backup process for other administrative team members to use in case of planned and unplanned absences.
Provide backup administrative coverage for team members when they are on leave.
Provide specific backup to the administrative team lead, including schedules.
Assist and provide backup for the educational support team in cases when they have technical issues with lectures or in the absence of team members.
Makes recommendations to department administrators relative to procedural improvements in office operations.
Proactive in seeking solutions and improvements to the overall operations of assigned divisions and departments.
Coordinate all communication for assigned divisions and faculty.
Screen incoming calls from faculty phones. Triage all calls from a variety of sources, including those related to patient care, e.g., patients, families, and agencies, in a professional and timely manner.
Triage hardcopy and electronic correspondence and deliver to faculty.
Compose letters, emails, memos, faxes, and mailing projects.
Write and present information in an organized manner easily understood by the audience.
Execute both written and oral instructions with minimal guidance.
Produce original correspondence that is concise, relevant, and grammatically correct.
Communicate and provide important information to faculty weekly to assist with their meeting deadlines such as completing mandatory training, adequate number of CMEs, logging in for attendance at conferences, etc.
Perform special projects and/or additional assignments.
Prepare meeting agendas for regularly scheduled meetings with the research team.
Document, type, and distribute all meeting minutes from regularly scheduled meetings with the research team.
Write and present information in an organized manner.
Execute both written and oral instructions with minimal guidance.
Produce original correspondence that is concise, relevant, and grammatically correct.
Coordinate long-term storage of closed studies, as needed.
Maintain accurate and organized records of the required documents for radiology research personnel and studies.
Assist with obtaining CVs from research personnel and faculty.
Maintain both electronic and hard-copy versions of research personnel CVs and professional licensure (MD, RN, PA-C, etc.).
Ensure CVs and bio-sketches are updated and in compliance with departmental and study guidelines.
Maintain research personnel CITI training certifications master spreadsheet.
Ensure all research personnel have complied with the completion of CITI training certifications.
In collaboration with the Department HR Manager, assist with facilitation of onboarding, processing, and management of Departmental Visiting Observers/Scholars Program and Siemens certificate courses.
Schedule/coordinate meetings for EV candidates.
Gather data and prepare materials/documentation for J-1 Visa.
Provide professional and accurate communication with EV candidates regarding the J-1 Visa process.
Prepare compliance and status reports as needed.