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 require initiative, resourcefulness, problem‑solving skills, independent judgment, and detailed knowledge of the mission, responsibilities, and structure of the division. To remain efficient, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the Division.

• 30% – Provides standard management support services for the Division of Cardiology, acts as liaison between the Division and other areas of the Department and MUSC, performs light personnel duties and procurement, manages day‑to‑day office management and administrative support, coordinates meetings, conference calls, and appointments, delivers documentation to the correct departments, manages daily administrative activities, makes recommendations to the Division Administrator relative to procedural improvements, proactively seeks solutions and improvements, and manages maintenance and fix‑it requests including HVAC, lighting, phones, security access, and furniture procurement and movement.
• 25% – Coordinates and prepares division‑related purchases for office from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians, collaborates with the Division procurement team on vendor setup 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 individuals or departments, oversees administrative and maintenance of any divisional medical records documents or activities, receives and triages calls related to patient care from a variety of sources (patients, families, agencies) in a professional manner, responds to inquiries from physicians and Division staff in a timely manner, communicates matters professionally and concisely, adapts communication style to suit different audiences, and maintains confidentiality while conveying sensitive information.
• 15% – Ensures leave requests are submitted in a timely fashion and in alignment with ambulatory access and Division policies, coordinates details and logistics of special events, monitors timelines to ensure deadlines are met for events such as continuing‑education conferences and departmental projects, and ensures providers’ curriculum vitae are updated and uploaded in Interfolio or an equivalent faculty information system on a regular frequency as determined by the Division.
• 5% – Performs other duties as assigned by the Division Administrator to support initiatives in the Division and the 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.

Continuous – 6 to 8 hours per shift;
Frequent – 2 to 6 hours per shift;
Infrequent – 0 to 2 hours per shift.

• Ability to perform job functions in an upright position.
• Ability to perform job functions in a seated position.
• Ability to perform job functions while walking or mobile.
• Ability to work indoors.
• Ability to work outdoors in all weather and temperature extremes.
• Ability to work in confined or cramped spaces.
• Ability to perform duties from kneeling positions.
• Ability to bend at the waist.
• Ability to squat and perform job functions.
• Ability to perform “pinching” operations.
• Ability…