Job Description Summary
The Administrative Coordinator reports directly to the Division Administrator and provides support for day-to-day operations and ongoing strategic initiatives for the Division of Hospital Medicine. While operating with a substantial amount of autonomy and adapting to a regular changing environment, this position coordinates various tasks related to clinical, educational and research missions of MUSC. Provides complex administrative executive support to the Division Director and Division Administrator, and other faculty as assigned. Ensures that decisions, activities, and objectives are implemented effectively, efficiently, and thoroughly.
Effective communication, organizational skills, customer service, and diligence is a vastly important requirement as this position collaborates with a wide range of individuals both internally (i.e., divisional staff and faculty, ICCE leadership and staff, etc.) and externally. The person holding this position is expected to carry out the responsibilities of the position by exercising sound professional judgment and initiative while demonstrating a positive and professional image.Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type?
ClassifiedCost Center
CC000971 COM DOM Hospital Medicine CCPay Rate Type
SalaryPay Grade
University-06
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
Job Duties:
30% - Executive Administrative Support:
- Provides executive level administrative support for the Division Director and Division Administrator.
- Works closely with the Director and Administrator and represents them when communicating information to faculty, staff and prospective faculty.
- Receives, screens and coordinates appointment requests/calls requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues.
- Manages Division Director’s calendar and clinical schedule.
- Provides administrative and clinical support for other faculty members as assigned.
- Supports the Division Administrator with the day-to-day operations of the office.
- Prepare documents, letters, and reports as requested and maintain well-organized files of important and confidential documents.
- Ensures optimal administrative processes are maintained and developed to utilize administrative resources that reflect excellent customer service values.
- Manages Divisional RightFax and distributes and returns faxes and communications as appropriate.
- Coordinate receipt, completion, and return of documents from home health agencies, verifying who the attending is and attaching discharge summary to expedite faculty review and signature of forms. Obtain electronic signature forms from the faculty for the Home Health Agencies.
20% - Meeting Coordination:
- Manages and coordinates all divisional grand rounds, conferences, and faculty meetings to include attendance tracking and key information dissemination.
- Prepare agendas, order food when needed, and send out minutes/recordings from all planned meetings attaching any PowerPoint presentations or handouts from the meetings. Help maintain and update the calendar for the conference room.
- Coordinate all activities related to divisional visiting professors and invited speakers. This includes coordinating itineraries, scheduling meetings, handling all travel arrangements, and overseeing visits.
- Schedule time for the Director to meet with all new providers prior to beginning work and a similar meeting after 30 days.
- Schedule all annual evaluation meetings.
20% - On-call and Schedule Coordination:
- Enter and maintain the Simon On-Call assignments for all Hospitalist activities.
- Enter hospitalist schedules for all providers on all services into Amion quarterly and update as schedule changes occur.
- Distribute monthly Hospital Medicine inpatient schedule to clinical partners with Tele-Hospitalist program as requested.
- Receive emails with notification of schedule changes and make appropriate changes to Simon and Amion.
15% - Data tracking, reporting and special projects:
- Maintain large email groups for the combined Hospitalist group, the Academic Hospitalist group, the PHS Hospitalist group, APP group and the Hospital Medicine group.
- Create surveys for divisional distribution such as scheduling date requests, wellness surveys and other polls to gather data.
- Create and maintain various Excel spreadsheets to track progress and information used to verify goals and objectives for service, attendance, research, publications, and committee involvement.
- Partner with Division Administrator to update Divisional scorecard and track KPIs such as patient satisfaction, clinical productivity, LOSi.
- Work on special projects as assigned.
- Emergency Plan - work with the Director on an emergency coverage model in the event of a weather emergency or other occurrence that would greatly interfere with planned work schedules.
- Maintain a current Emergency Data spreadsheet with personnel data on the faculty and a spreadsheet with current licensing and credentialing information. Publish these with Division Administrator to appropriate databases.
15% - HR Responsibilities:
- Assist with recruitment of staff, including scheduling interviews, communicating with divisional candidates, and distributing evaluation forms.
- Serves as a liaison with credentialing, licensing, and training.
- Manages division professional licensing requirements at MUSC in coordination with Medical Staff Office and Division Administrator.
- Assist with license renewal processes and provides as needed the MUSC credentialing office with licensure and credentialing documents for ongoing privileges (ACLS/BLS, DHEC, DEA etc.)
- Serves as Divisional Timekeeper and assists Division Administrator with OurDay timekeeping as needed for the Division of Hospital Medicine including FMLA, PPL and other leave for MUSC and MUSCP.
- Assist Division Administrator with new hire onboarding including orientation schedule and onboarding checklist.
- Serves as a resource to new team members to navigate MUSC systems.
Preferred Experience & Additional Skills:
Strong knowledge of Microsoft Office. Experience with Epic. Proven track record of being detail oriented with a high level of accuracy. Ability to exercise judgment and discretion. Ability to clearly and effectively communicate, both written and verbally.
Additional Job Description
Minimum 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.
Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) 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)
If you like working with energetic enthusiastic individuals, you will enjoy your career with us!
The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.
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