UNIV - Administrative Coordinator II - Department of Urology

Medical University of South Carolina•Charleston, SC

About The Position

Responsible for the day-to-day support of the MUSC Urology Department Chairman both in clinical and administrative activities as well as the department’s organizational and operational matters. Will act as a department liaison with other departments within the institution and outside entities. Must be able to function in a complex environment comprised of a wide range of individuals both within and outside of MUSC. The ability to work independently, as part of a team, and at the direction of the Chair and/or Department Administrator is key. Must be able to exercise initiative and act/interact independently. Will provide addition support to the department on an as needed basis.

Requirements

A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.
Ability to perform job functions in an upright position. (Frequent)
Ability to perform job functions in a seated position. (Frequent)
Ability to perform job functions while walking/mobile. (Frequent)
Ability to work indoors. (Continuous)
Ability to work outdoors in all weather and temperature extremes. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to bend at the waist. (Frequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Continuous)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Frequent)
Possess good finger dexterity. (Continuous)
Ability to maintain tactile sensory functions. (Continuous)
Ability to lift and carry 15 lbs., unassisted. (Infrequent)
Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent)
Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
Ability to see and recognize objects close at hand. (Continuous)
Ability to see and recognize objects at a distance. (Frequent)
Ability to match or discriminate between colors. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Continuous)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to hear and/or understand whispered conversations at a distance of 3 feet.
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
Ability to work in dusty areas. (Infrequent)

Responsibilities

Supervise and direct the Department of Urology Administrative staff.
Provide leadership, training, and direction.
Responsible for the development and maintenance of the staff to include yearly evaluations, performance improvement, infrastructure, and staff development programs.
Sets expectations necessary for seamless team performance and hold everyone accountable for those expectations.
Maintains work schedules and leave requests.
Coordinate and direct human resources functions to include recruitment and employee issues.
Provide direct and indirect coordination of patient care to include but not limited to facilitating patient clinic appointments via phone calls, EPIC messaging, email, fax, etc.; documenting in patient chart; scanning internal and external documentation in patient charts; ensuring patients have all necessary information.
Review clinic schedules for accuracy and appropriateness of appointments; coordinating with clinical staff in preparation of clinic; serving as liaison between physicians and patients; communicating via telephone, EMR or letters; triaging questions to the appropriate care provider as needed; scheduling of ancillary or surgical appointments; pre-certification of insurance coverage as necessary; coordinating with OR staff any conflicts or additional OR space; and serving as liaison between physician and patients.
Providing follow-up to patients to achieve excellent patient satisfaction.
Providing administrative support to the Chair and the Department Administrator in the coordination and preparation of reports, presentations, and publications whether academic or financial in nature; maintaining data on publications for easy retrieval and reporting annually; maintaining physician’s calendar for surgeries and other events, coordinating and communicating availability with all faculty/staff members when necessary; maintaining physician credentialing documents, managing CME credits; and maintaining an up-to-date physician CV; consults with and serves as liaison for Chairman with department faculty; liaison role extends to individuals outside of the department, including the President's office, Dean's office and other areas within the University and community. Serves as an administrative liaison to the Dean’s office, Departments, VAMC, outside institutions, hospitals, and others.
Coordinate the arrangements of the Chairman travel & logistics for off-site local, regional, national, and international Urology meeting, coordinating with faculty, conference organizers & industry sponsors.
Aid the Chair with departmental development initiatives including correspondence with potential donors, arranging meetings and dinners and keeping a calendar for the Chair to periodically communicate with donors.