UNIV - Administrative Coordinator I - Pediatrics: General Pediatrics

Duties

• Performs standard management support services for the Division of General Pediatrics.
• Acts as liaison between Division of General Pediatrics and the Pediatric Business office as well as other areas of the Department and MUSC, to include light personnel and HR duties and procurement.
• Provides day-to-day office management and administrative support for the Division Chief to include daily management of Outlook calendars as well as the inpatient service and call calendars in SimonWeb.
• Captures and routes meeting, conference call, and appointment information.
• Affords assistance with travel arrangements.
• Delivers documentation to the correct departments/divisions.
• Makes recommendations to department administrators relative to procedural improvements in office operations.
• Proactively seeks solutions and improvements to the overall operations.

Medical/clinical services preparation and patient management

• Works closely with the patient access center, ambulatory clinical care team members and others on the patient referral process, assist with scheduling and resolving conflicts.
• Enters or reviews patient information in the electronic medical record: Epic.
• Completes clinic cancellation and template change requests for faculty and staff and route appropriately.
• Scans all pertinent information or patient documents into the patient’s record in Epic and verifies the documents have been entered accurately.

Career Development

• Ensures faculty leave requests are submitted in a timely fashion and in alignment with ambulatory access 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.
• Ensures providers’ curricula vitaes are updated and uploaded in Interfolio or equivalent faculty information system on a regular frequency as determined by the Office of the Chair.

Purchase Management

• Collaborates with vendors to facilitate setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations.
• Reconciles and allocates monthly purchasing card (PCard) transactions.

Correspondence Management

• Triage incoming correspondence: Reads and channels to appropriate individual or department.
• Oversees administrative and maintenance of any divisional medical records documents or activities; assure access to needed medical record documentation and help with filing patient records into Epic folders.
• Obtains patient medical records when requested.
• Ensures all patient related correspondence is identified by the patient medical record.
• 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 patients and physicians in a timely manner. If the call is clinical in nature, incumbent places a message in the patient's chart in to be responded to by a nurse or physician.

Qualifications

• 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.
• Excellent verbal and written communication skills and ability to work independently with little supervision.
• Proactive in the performance of duties, disseminate information with clarity, and possess exceptional problem solving skills.
• Knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.

Physical Requirements

• 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/mobile.
• Ability to work indoors.
• Ability to perform job functions from kneeling positions.
• Ability to bend at the waist.
• Ability to squat and perform job functions.
• Ability to perform 'pinching' operations.
• Ability to fully use both hands/arms.
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders.
• Ability to reach in all directions.
• Possess good finger dexterity.
• Ability to maintain tactile sensory functions.
• Ability to lift and carry 15 lbs., unassisted.
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted.
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted.
• Ability to push/pull objects, up to 15 lbs., unassisted.
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes.
• Ability to see and recognize objects close at hand.
• Ability to see and recognize objects at a distance.
• Ability to match or discriminate between colors.
• Ability to determine distance/relationship between objects; depth perception.
• Good peripheral vision capabilities.
• Ability to maintain hearing acuity, with correction.
• Ability to hear and/or understand whispered conversations at a distance of 3 feet.
• Ability to perform gross motor functions with frequent fine motor movements.
• Ability to work in dusty areas.