UNIV - Administrative Coordinator - Department of Medicine: Division of Cardiology

Job Description Summary

The Division of Cardiology within the Department of Medicine is currently recruiting for an Administrative Coordinator who will work independently, performing a variety of complex and specialized assignments and administrative duties that requires initiative, resourcefulness, problem‑solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. To remain efficient in this position, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the Division.

• 30% – Performs standard management support services for the Division of Cardiology. Acts as liaison between Division of Cardiology and other areas of the Department and MUSC, to include light personnel duties and procurement. Provides day‑to‑day office management and administrative support for the Division. Coordinates meetings, conference calls, and appointments. Delivers documentation to the correct departments. Manages daily administrative activities as assigned in support of MUSC and the division.
  
  Makes recommendations to Division Administrator relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to overall operations. Manages maintenance and fix‑it requests, HVAC issues, lighting, phones, security access, and furniture procurement and movement.
• 25% – Coordinate and prepare division‑related purchases for the office from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Collaborate with Division procurement team in vendor set‑up and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations.
• 25% – Triages incoming correspondence:
  Reads and channels to appropriate individual or department. Oversee administrative and maintenance of any divisional medical records documents or activities. Receives and triages calls related to patient care from a variety of sources, eg, patients, families, agencies in a professional manner. Responds to inquiries from physicians and Division staff in a timely manner. Clearly and professionally communicates matters with various stakeholders and communicate information clearly and concisely.
  
  Adapt communication style to suit different audiences, from clinical teams to non‑clinical staff. Maintain confidentiality while conveying sensitive information.
• 15% – Ensure leave requests are submitted in a timely fashion and in alignment with both ambulatory access and Division policies. Coordinates details and logistics of special events, including the monitoring of timelines to ensure deadlines are met regarding the success and completion of the event to include continuing education conferences and departmental projects. Ensure providers’ curriculum vitae are updated and uploaded in Interfolio or equivalent faculty information system on a regular frequency as determined by Division.
• 5% – Other duties as assigned by Division Administrator to support initiatives in the Division and Department.

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.

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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…