UNIV - Administrative Coordinator I - Department of Radiology

Medical University of South Carolina•Charleston, SC

20h•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 and leaders. This specific position will provide support to the Vascular & Interventional Radiology division. Will provide academic and executive administrative support to not only the VIR Division Director but faculty and residents within that division. The employee is expected to carry out the responsibilities of the position with minimum supervision. This includes exercising sound judgment, initiative and demonstrating a positive and professional image. This position requires excellent communication skills, as well as the ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.

Requirements

excellent communication skills
ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals
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
exercising sound judgment, initiative and demonstrating a positive and professional image

Responsibilities

Support the VIR Division Director and other assigned division faculty.
Administration and coordination of the workflow and the necessary administrative paperwork, and complex filing systems to support multiple assigned 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 in a timely manner.
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.
Coordinate/attend meetings, prepare agendas, take and disseminate minutes.
Perform research and data retrieval requests for faculty.
Complete visiting observer/professor documentation protocols.
Coordinate and maintain accurate and up-to-date electronic records for division and faculty documentation.
Manage and maintain division shared drives.
Ensure all received documentation is scanned and filed.
Tracks and ensures assigned faculty provides recent CVs for reference.
All records, reports, mailing lists, and supporting materials are updated and reviewed daily to ensure data is accurate
Organize files electronically with the same nomenclature of files and folders for quick and efficient retrieval
Track professional society memberships, dues, conferences, courses, and supporting materials.
Provide direct executive-level administrative support to VIR Division Head and the Vice Chair of Community Radiology (for Orangeburg/Midlands area).
Coordinates VIR Leadership Meetings (University and MUHA participants) and creates agenda, takes meeting minutes, and tracks action items.
Assist with division leadership responsibilities
Track and schedule LDI conference attendance
Scheduling and coordination of enterprise leadership meetings.
Provide direct administrative support to the Vice-Chair of the ACR Commission on Cardiovascular and Interventional Radiology
Manage and coordinate assigned divisions' reading room/call schedules and leave requests.
Draft procedure service location/reading room/call schedules for assigned divisions to meet coverage requirements for multiple reading rooms, and outpatient clinics 3 months in advance.
Accurately complete equitability review of assignment distribution and quality control assessments once schedules are completed.
Coordinate division leave requests including creating, completing, tracking, and submitting all faculty leave
Effectively communicate QGenda schedule changes promptly to all stakeholders via email and distribution and posting schedules.
Serve as division timekeeper and ensure all vacations, sick time, and conference attendance is entered in QGenda.
Manage daily schedule change requests.
Accurately and promptly enter and update schedules/changes into Simon paging system.
Manage shared divisional leave calendars.
Manage individual faculty and division calendars.
Accurately enter and update reading rooms and division service locations schedules to faculty and division calendars.
Schedule meetings as requested, anticipating, correcting, and scheduling conflicts.
Coordinate and schedule student shadowing opportunities within VIR
Request all new incoming faculty be added to regular division meetings/conferences – contact meetings point of contact.
Place faculty daily, evening, and weekend call as well as shadowing sessions, and lectures for residents, fellows, and medical students on individuals’ and divisional outlook calendars.
Schedule daily outlook reminders of everyday clinic assignments, appointments, conferences, meetings, depositions, or lectures, as requested by individual faculty members.
Coordinate communication for assigned divisions and faculty.
Send daily screenshots of the calendar as requested by individual faculty members.
Screen incoming calls from faculty phones.
Triage all calls from a variety of sources, including those related to patient care, eg, 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.
Independently produce original correspondence that is concise, relevant, and grammatically correct.
Communicate and provide important information to faculty on a weekly basis to assist with their meeting deadlines such as completing mandatory training, adequate number of CMEs, logging in for attendance at conferences, etc.
Keep updated Division lists including Nursing and RT(R) staff, including updated phone and mailing lists
Support the Lead Administrator with Regional Health Network/MUSC Community Physicians in the hiring process of Vascular and Interventional Radiologists for the Orangeburg/Midlands area.
Coordinate and maintain accurate and up-to-date electronic records for division and faculty documentation.
Manage and maintain division shared drives.
Ensure all received documentation is scanned and filed.
Tracks and ensures assigned faculty provides recent CVs for reference.
All records, reports, mailing lists, and supporting materials are updated and reviewed daily to ensure data is accurate
Organize files electronically with the same nomenclature of files and folders for quick and efficient retrieval
Track professional society memberships, dues, conferences, courses, and supporting materials.
Participate on the department website and media communications team.
Create and manage a VIR PowerPoint slideshow showing all division staff and faculty.
Update departmental research web pages on a regular basis.
Ensure proper use of university branding and department guidelines
Assist with the maintenance of the department website and various media communications.
Provide photography as needed for the division including: Updated headshots of faculty and staff as requested Coordinate/Photograph annual division photo Maintain division photo boards and information bulletins: Update with recent publications Faculty awards and updates New staff updates
Coordinates divisions faculty, APP, and fellow recruitment interview process.
In collaboration with the division director, assign an interview team, create an itinerary, provide professional, accurate and 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.
Provides support to all APPs as needed for clinical as well as administrative such as entering schedules and leave into QGenda.
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 absence
Provides backup administrative coverage for team members when they are on leave
Provide specific back-up to 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
Coordination of sponsored divisional events.
Provide support for sponsors and attendees as needed during the event (ie. Vendor Demos, etc.)
Coordinate and assist with the facilitation of monthly scheduled Radial Days.
Coordination of divisional and hospital-related events pertaining to nurse’s day.
Obtain quotes for divisional swag and incentives, if needed place an order.
Design, order, and pick up plaques for VIR staff (going away plaques for PCC, and tech supervisors)
Perform data preparation and review and divisional events.
Utilization of excellent proofreading skills for correcting drafts for spelling, punctuation, and syntax errors
Review and prepare manuscripts and posters according to specific journal instructions
Coordinate the printing of division materials including: Yearly VIR Division Handbook Poster presentations for display at conferences and at the hospital Published articles for easy reference within the department Compose correspondence to accompany articles as requested
Review and prepare materials for PowerPoint presentations
Complete tasks in a consistent and timely manner
Meet deadlines by the established timeline or communicate adequately if a problem should arise
Make 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 department.
Perform special projects and/or additional assignments, as needed to keep the department running smoothly.