UNIV - Administrative Specialist - Department of Medicine: Administration

Medical University of South Carolina•Charleston, SC

3d•$40,086 - $68,136

About The Position

The Department of Medicine Chair’s Office Administrative Specialist provides administrative and operational support to faculty, advanced practice providers (APPs), department leadership, and division administrators. The role coordinates provider documentation and departmental orientation, maintains records and tracking systems, supports leadership meetings and communications, and assists with departmental projects. It reports to the Department’s Staff Affairs Coordinator and works collaboratively with the Vice Chair for Finance and Administration, Division Administrators, and institutional partners. The position supports APP credentialing and related provider documentation; departmental orientation and onboarding, including onboarding for unpaid individuals; and employee planning stages and evaluations. It maintains departmental databases and tracking tools, monitors documentation and renewal deadlines, coordinates FPPE forms, prepares status summaries, and helps improve record accuracy and administrative processes. It also coordinates meetings, assists with procedures and materials, and supports leadership reports, presentations, correspondence, and special projects. The role is scheduled for 40 hours per week. The listed pay range is $40,086 to $68,136 annually, with a midpoint of $54,162.

Requirements

High school diploma and four years of relevant experience in business management, public administration, or administrative services; or a bachelor’s degree and two years of experience in those areas.
Excellent organizational and time-management skills.
Strong interpersonal skills and ability to collaborate with faculty, APPs, staff, and department leadership.
Ability to gather, organize, and present oral and written information clearly, concisely, and accurately.
Ability to coordinate administrative requests across divisions and institutional offices and provide responsive service to faculty and APPs.
Ability to manage multiple projects and documentation timelines, approvals, and deadlines in a fast-paced environment with shifting priorities.
Ability to exercise good judgment, handle sensitive information appropriately, and maintain confidentiality.
High proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Self-motivated and adaptable, with willingness to learn new tools, platforms, and processes.
Ability to perform job functions in upright, seated, and walking/mobile positions; work indoors continuously and outdoors in all weather and temperature extremes infrequently; and work in confined or cramped spaces infrequently.
Ability to bend at the waist frequently; kneel, squat, and perform pinching operations infrequently; use both hands and arms continuously; perform repetitive hand, wrist, elbow, and shoulder motions frequently; reach in all directions frequently; and maintain finger dexterity continuously.
Ability to lift, carry, push, or pull objects up to 15 pounds, and raise or lower objects up to 15 pounds between floor level and 36 inches, infrequently and without assistance.
Ability to maintain specified visual capabilities, including corrected 20/40 vision in one eye or both eyes, near and distance vision, color discrimination, depth perception, and peripheral vision.
Ability to maintain tactile sensory functions and hearing acuity, including hearing or understanding whispered conversations at a distance of three feet.
Ability to perform gross motor functions with frequent fine motor movements and work in dusty areas infrequently.

Nice To Haves

Bachelor’s degree in communications, business, public administration, or a related field.
Two years of professional administrative experience in higher education, academic medicine, healthcare, or a large complex organization.

Responsibilities

Coordinate Chair’s Office requests and supporting documents for APP credentialing, working with divisions and the Medical Staff Office to ensure timely submission and follow-up.
Assist divisions with provider documentation, including billing packets, practice agreements, and administrative forms; check completeness and route materials for review.
Serve as an administrative resource for faculty and APPs, resolve routine questions, and connect them with appropriate departmental or institutional offices.
Maintain provider documentation checklists and status updates in Smartsheet and other shared tracking tools.
Coordinate departmental orientation materials, introductory meetings, and resource information for faculty, APPs, and other department participants.
Provide guidance on departmental procedures, contacts, forms, and Chair’s Office resources; track orientation and documentation completion, follow up on delays, and escalate issues as appropriate.
Coordinate required onboarding documents for unpaid individuals, including students, job-shadowing participants, and interns, across all divisions.
Support divisions during employee evaluations, including relaunching evaluations, and manage Employee Planning Stages for staff new hires to ensure timely completion.
Maintain departmental databases, spreadsheets, shared files, and tracking logs for administrative activities and requests.
Compile and validate divisional information for leadership reports on provider documentation, pending requests, and departmental activities.
Track program participation, required documentation, and completion of administrative activities.
Monitor APP license, registration, and practice-agreement renewal dates and notify divisions of upcoming deadlines.
Coordinate collection and routing of focused professional practice evaluation (FPPE) forms and related provider documentation with divisions and the Medical Staff Office.
Maintain supporting records and verify that documentation is complete, accurate, and appropriately stored.
Prepare leadership status summaries identifying outstanding requests, upcoming deadlines, and items requiring follow-up or resolution.
Work with divisions to identify outdated records, resolve discrepancies, and improve data quality and tracking processes.
Maintain working knowledge of departmental procedures and relevant institutional requirements.
Coordinate leadership and division administrator meetings, including scheduling, agendas, background materials, minutes, and follow-up.
Collaborate with faculty, APPs, division administrators, and institutional partners to communicate updates and resolve routine administrative issues.
Assist with developing and updating procedures, reference materials, and standard forms.
Assist department leadership with reports, presentations, correspondence, and special projects; organize supporting information and track timelines.
Provide additional administrative support to the Department and its divisions and perform other related duties as assigned.