UNIV - Administrative Coordinator - Department of Radiation Medicine

UNIV
- Administrative Coordinator I
- Department of Radiation Medicine

Performs administrative functions for the Chief of Physics Radiation Medicine related to administrative support of the tripartite missions of clinical, education and research functions. This position also supports Associate Chief of Physics for MUSC Network and physics faculty.

Charleston, South Carolina

Administrative, Operations, Program, & Project Management

Business Operations

Full Time

University (UNIV)

Job Duties:

30%- Provides administrative support and calendaring services for physics faculty members; correspondence, clerical services, filing and other needs of faculty.

25%- Proactively manages Chief's and Associate Chief's calendar; prompts for each meeting as needed, proactively manages calendar by looking ahead to future days to assist several days in advance with meeting materials, agenda, PowerPoint Presentations, reminders. Schedules meetings, sends Teams meetings link and calendar invites proactively and provides advanced notices to all parties if adjustments are necessary.

10%- Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials.

10%- Manages clinical, education and rotation calendars; oversees coverage with current systems and future software systems such as QGenda; recruitment, interviews, candidate interview coordination; assist with on-boarding new faculty, badge acquisition, badge door access, etc. This position also supports physics faculty for calendaring, blocking schedules in ARIA/EPIC, travel needs, navigating university services and resources

5%- Organizes and expedites flow of work through Chief's office. Initiates follow-up action. Interacts with university offices and/or supervisor's subordinates to facilitate communications and information exchange; manages IT/Facilities/Housekeeping needs

5%- Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files. Coordinates physics education functions, as assigned, such as special events, conferences, seminars, etc. Monitors and prepares and submits reports for Chief. Radiation Badge/Rings collection & dispersing for Physics faculty, staff and physics residents.

5%- Arranges with vendors for sites, facilities, Coordinates production and/or distribution of promotional materials. Physics Division.

5%- Special Projects – Physics:
Researches and gathers data for physics division reports. Recommends report content and format to display findings most effectively.

Assists with ACR (American College of Radiology) accreditation administrative tasks.to support credentialling and re-credentialing of our program.

Administrative support to assist Physics leadership to incorporate same standardization of systems with satellites expansion of the MUSC network:
Indian Lands, Beaufort Medical Center, West Ashley, New Cancer Hospital, Nexton, and affiliate sites.

Assist with Expanding Programs:
Adaptive (MR-LINAC), Brachy Suite, Radiopharmaceuticals, Proton Therapy

Managing and tracking software updates and versions

Managing and tracking maintenance agreements and contracts

Assist Chief with weekly operations meetings; manage coverage needs for Mt Pleasant and Charleston

Recruitment: application/CV review, video and on-site interviews, post interview evaluation forms

5%- Acts as physics point of contact (POC) for matters related to physic division. Provides reception services for the Physics Division and screens and prioritizes incoming calls, assists with managing and distributing physics deliveries to the department; determining what contact or action is required for satisfactory disposition.

Minimum Experience and Training 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.

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:

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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…