UNIV - Program Coordinator - Department of Medicine: Division of General Medicine

Job Description Summary

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Job Description

Job Duties:

20% - Coordinate meetings and retreats to include creation of meeting agendas, meeting location determination, guest and speaker logistics, arranging for catering when needed, assembling of AV documents and other meeting materials, coordinating video connection via MS Teams, completion and distribution of minutes, and assistance with action items related to pre and post-meeting activities.  Maintain email distribution lists for General Internal Medicine groups.  Coordinate periodic Grand Rounds speaker itineraries and assist with speaker travel arrangements as needed.

20% - Support telehealth projects in the Division of General Internal Medicine by coordinating ordering of supplies and devices, obtaining invoices from vendors and coordinating with the Division’s procurement specialist to ensure vendors are paid timely, tracking shipments and notifying sites of shipment status, maintaining database for tracking supplies, billing, and orders. Reconcile quarterly billing.  Set up meetings and webinars with team members and sites.  Attend weekly staff meetings.  

10% - Coordinate programmatic activities for the General Internal Medicine Division Director. Prepare and maintain specialized records as required by the Director.  Serve as liaison to the Dean's Office, Departments, Hospital leadership, outside institutions and others. Prepare correspondence for the Director and provide support in the development of documents (letters, agendas and minutes for committee meetings and other correspondence).

10% - Provide administrative and technical support to Division leadership and faculty in the preparation of documents, reports, presentations, proposals and publications including support in development of grant applications, book chapters, manuscripts, and letters. Help coordinate travel to conferences etc. as needed.

10% - Collaborate with the Division Administrator and team regarding faculty recruitment and onboarding.  This includes coordinating itineraries, scheduling interviews, handling travel arrangements, coordinating candidate evaluations, and overseeing candidate visits.  Help facilitate onboarding by scheduling Epic and other required trainings.  Facilitate office setup for new hires (phone, computer, desk, etc.).

10% - Collaborate with the Division Administrator and relevant supervisors/stakeholders in the coordination of HR activities for the Division, including pre and post hire activities such as composing job descriptions and position requests, position description updates, reclassification requests, APP supervision paperwork changes, bonus justifications, and separations.

5% - Schedule yearly faculty evaluations with Division Director as part of the annual faculty contract process.  Assist faculty with submitting their data into the Interfolio software program.  Track progress of evaluation submissions and completion in Interfolio.

5% - Provide administrative support for faculty affairs such as facilitating or manually updating and/or maintaining CV’s in Interfolio.  Follow up as needed with faculty regarding the completion of credentialing requirements (MUSC and VAMC), license renewals (ACLS, BLS, DEA, DHEC etc.), academic (i.e. mandatory training) and clinical (i.e. open encounters) requirements.

5% - Facilitate the annual staff performance evaluation process for Division supervisors by ensuring position descriptions and success criteria for all staff is up to date in OurDay.  Serve as a resource to help supervisors complete performance evaluations as needed.  Gather feedback from collaborating physicians as requested for purposes of the supervising physician completing the annual evaluations on Advance Practice Providers.

5% - Help reschedule patients in Epic in unexpected/emergency situations.  Serve as backup for Simon paging system.  Provide other support as needed.

Preferred Experience and Additional Skills:

• Strong knowledge of Microsoft Office, particularly MS Word, PowerPoint, Teams, Outlook.
• Demonstrated ability to learn new IT systems.
• 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.

MUSC Minimum Training and Experience Requirements:

A bachelor's degree and one year relevant program experience.

MUSC 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 squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Frequent)
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 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. (Frequent)
Ability to see and recognize objects at a distance. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Frequent)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

Additional Job Description

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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees