UNIV - Administrative Coordinator I - Department of Medicine: Division of Gastroenterology and Hepatology

Job Description Summary

This position serves as the lead Administrative Coordinator for the Division of Gastroenterology & Hepatology’s with the purpose of providing executive level support to the clinical and research missions. This position supports three strategically essential areas, the division’s Advanced Endoscopy and General Gastroenterology clinical programs, as well as Digestive Disease Center’s research mission. As the lead personnel for these areas, the administrative coordinator provides daily and ongoing programmatic support while operating with a substantial amount of autonomy and adapts to a regular changing environment with a focus on coordinating various tasks related to clinical operations and other administrative responsibilities.

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, human resources, credentialing and compliance, Digestive Health ICCE leadership and staff, etc.) and externally (i.e., referring providers, philanthropic connections, industry representatives, etc.). The person holding this position is expected to carry out its assigned responsibilities by exercising sound professional judgment and initiative while demonstrating a positive and professional image.

This position will report directly to the Administrative Coordinator II but will have a matrix reporting relationship with the Division Operations Manager, Administrator and Director.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000968 COM DOM Gastroenterology CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

20% - In collaboration with the Division Administrator, Administrative Coordinator II, and Digestive Health ICCE staff, manages workflows for assigned faculty relating to the coordination of information and documentation for clinical operations.  Coordinates with Digestive Health Scheduling team, the Patient Access Center, and other related departments to ensure accuracy and completeness of requests for the Gastroenterology & Hepatology Division.  Responsible for managing clinic cancellations, template changes, and clinic schedules for assigned providers, which may require contacting patients and rescheduling appointments.  Communicates and collaborates with the appropriate clinical staff (i.e., Certified Medical Assistants and Nurse Coordinators) to ensure that assigned faculty and staff are being appropriately supported.  Proactively advises and communicates regularly with the Division Administrator and Administrative Coordinator II on all matters that could potentially result in positive and/or negative impacts on clinical operations.

20%- provides high-level administrative and operational support to research faculty, investigators, and project teams. Assists in the coordination and management of research activities. Ensures efficient execution of research administrative processes and serves as a key liaison between faculty, institutional offices, and external sponsors. Manage calendars, schedule meetings, and coordinate logistics for research team activities, including seminars, workshops, and collaborations. Prepare correspondence, meeting agendas, minutes, and other administrative documents as requested. Maintain electronic and physical files for research projects, ensuring data security and confidentiality. Serve as a primary point of contact for faculty, staff, sponsors, and administrative offices related to research operations. Provide clear and timely communication to investigators regarding deadlines, deliverables, and policy updates.

15% Provides executive level support to the Advanced Endoscopy section chief.  Works closely with the Director and represents this individual when communicating information to faculty, students, mentees, philanthropic relationships, industry contracts, etc.  Coordinates all travel logistics for the Director, faculty recruits, invited speakers, and others as requested.  Receives, screens, and coordinates appointment requests requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues.  Manages the Director’s calendar including providing a daily itinerary along with meeting minutes, correspondences, agendas, and other applicable administrative support as requested.

15% - Coordinates speaker communications and advance logistics for GI Grand Rounds. Obtains information needed for speaker intake forms, sends online disclosure instructions, and ensures disclosures are completed at least two weeks prior to each event. Arranges hotel accommodations, obtains confirmed flight itineraries, and provides airport transportation instructions. Coordinates approved transportation for the speaker visit. Arranges breakfast and lunch catering and coordinates dinner reservations for speakers and faculty hosts. Reserves Grand Rounds venues, fellows’ lunch spaces, and individual meeting rooms within applicable booking timelines, allowing adequate time for setup and event activities. Works with faculty hosts to identify individuals participating in speaker meetings, coordinates meeting times, and sends calendar invitations. Prepares detailed speaker itineraries, including meeting locations, directions, transportation arrangements, and any required materials. Maintains current forms and templates in the shared Box folder and communicates logistical details and changes to speakers, faculty hosts, and administrative staff.

10% - Responsible for obtaining patient medical records, pathology reports, and radiology disks from other medical facilities.  Scans all records into the electronic medical record (EPIC).  Responsible for completing patient assistance applications and other paperwork as needed, assists with FMLA paperwork and other legal documentation as determined by patient needs.  Maintains EPIC inbox and Fax Hub.      

10% - Maintains calendars for assigned providers and their associated activities (including monthly and quarterly conferences); schedules appointments and events; briefs providers of their schedules and provides background information for daily events.  Assists providers by researching specific areas for requested background information.  Coordinates travel arrangements and submits travel and professional reimbursement requests for assigned providers.  Organizes and tracks CME activities.  Reviews and updates MUSC's Interfolio for assigned faculty. 

5%- Receives incoming correspondence for the Advanced Endoscopy and General Gastroenterology programs, screens, and routes mail to appropriate personnel.  Drafts responses as necessary for provider review.  Ensures timely responses and accurate archiving by maintaining an accurate filing system for all programmatic correspondence.  Receives telephone calls and visitors and screens and directs them as needed.  Ensures that messages are concise and timely responses are provided.  Serves as source of information on all Advanced Endoscopy and General Gastroenterology programs activities and assigned providers’ schedules.   

5% - Provides other administrative support including supporting coworkers within as needed.

Additional Job Description

Minimum Requirements: 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.

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 he