UNIV - Administrative Coordinator I - Pediatrics: Genetics

Provides administrative support for the Division of Genetics in the Department of Pediatrics at the Medical University of South Carolina, with a primary focus on patient and clinical-related activities.

Responsibilities

• 30% - Division Support: Performs standard management support services for the Division of Genetics. Acts as liaison between the Division of Genetics and other departments (e.g., Pediatric Pulmonology, Allergy & Immunology, Sleep Medicine, Pediatric Business Office). Handles light personnel and HR duties, procurement, and day-to-day office management. Manages Outlook calendars, inpatient service and call calendars in SimonWeb, and outpatient/inpatient schedules in QGenda. Coordinates meetings, conference calls, appointments, and travel arrangements.
• 25% - Clinical Services & Patient Management: Works closely with the patient access center and clinical care team on patient referrals, scheduling, and conflict resolution. Enters or reviews patient information in Epic (electronic medical record). Completes clinic cancellation and template change requests for faculty and staff. Scans and verifies patient documents in Epic.
• 20% - Procurement & Vendor Coordination: Coordinates division-related purchases from various funding sources, ensuring compliance with MUSC University and MUSC Physicians procurement guidelines. Facilitates vendor setup and payments, reconciles monthly purchasing card (PCard) transactions, and ensures adherence to state and MUSC regulations.
• 15% - Correspondence & Records Management: Triages incoming correspondence and directs it to the appropriate individual or department. Oversees administrative and maintenance of divisional medical records, ensures access to needed documentation, and assists with filing patient records in Epic. Obtains patient medical records as requested and ensures all patient-related correspondence is linked to the correct medical record. Handles calls related to patient care professionally and routes clinical inquiries to nurses or physicians via Epic.
• 5% - Leave Coordination & Event Planning: Ensures faculty leave requests are submitted on time and align with ambulatory access policies. Coordinates logistics for special events, including continuing education conferences and departmental projects, while monitoring timelines to meet deadlines.

Requirements

• A high school diploma and four years of relevant experience in business management, public administration, or administrative services; or a bachelor’s degree and two years of such experience.

Physical Requirements

• Ability to perform job functions in an upright, seated, or walking/mobile position (frequent).
• Ability to work indoors continuously and outdoors infrequently in varying weather conditions.
• Ability to work in confined/cramped spaces, kneel, bend at the waist, squat, and perform pinching operations (infrequent).
• Full use of both hands/arms, good finger dexterity, and tactile sensory functions (continuous).
• Ability to perform repetitive motions with hands, wrists, elbows, and shoulders (frequent).
• Ability to reach in all directions (frequent).
• Ability to lift, carry, push, or pull up to 15 lbs. unassisted (infrequent).
• Ability to maintain 20/40 vision (corrected) and good peripheral vision (continuous).
• Ability to hear and understand whispered conversations at a distance of 3 feet (continuous).
• Ability to work in dusty areas (infrequent).

Pay

Hourly pay range: $39,300.00 – $66,800.00 annually.

Schedule

Scheduled weekly hours: 40 (full-time).