Job Description Summary

This position serves as the lead Administrative Coordinator for the Division of Gastroenterology & Hepatology’s two strategically essential areas, the division’s Transplant Hepatology and General Gastroenterology programs. As the lead personnel for these areas, the administrative coordinator provides daily and ongoing programmatic support while operating with a substantial amount of autonomy and adapts to a regular changing environment with a focus on coordinating various tasks related to clinical operations and other administrative responsibilities.

Effective communication, organizational skills, customer service, and diligence is a vastly important requirement as this position collaborates with a wide range of individuals both internally (i.e., divisional staff and faculty, human resources, credentialing and compliance, Digestive Health ICCE leadership and staff, etc.) and externally (i.e., referring providers, philanthropic connections, industry representatives, etc.). The person holding this position is expected to carry out its assigned responsibilities by exercising sound professional judgment and initiative while demonstrating a positive and professional image.

This position will report directly to the Administrative Coordinator II but will have a matrix reporting relationship with the Division Administrator and Director.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC004744 COM DOM TRANS Gastroenterology Transplant CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

$37,860 - $53,957 - $70,054

Scheduled Weekly Hours

40

Work Shift

Day (United States of America)

Job Description

Job Duties:

25% - In collaboration with the Division Administrator, Administrative Coordinator II, and Digestive Health ICCE staff, manages workflows for assigned faculty relating to the coordination of information and documentation for clinical operations. Coordinates with Digestive Health Scheduling team, the Patient Access Center, and other related departments to ensure accuracy and completeness of requests for the Gastroenterology & Hepatology Division. Responsible for managing clinic cancellations, template changes, and clinic schedules for assigned providers, which may require contacting patients and rescheduling appointments. Communicates and collaborates with the appropriate clinical staff (i.e., Certified Medical Assistants and Nurse Coordinators) to ensure that assigned faculty and staff are being appropriately supported. Proactively advises and communicates regularly with the Division Administrator and Administrative Coordinator II on all matters that could potentially result in positive and/or negative impacts on clinical operations.

20% - Responsible for obtaining patient medical records, pathology reports, and radiology disks from other medical facilities. Scans all records into the electronic medical record (EPIC). Responsible for completing the necessary paperwork to request prior authorization for patients. Helps in the processing of appeals for denied authorizations as needed. Acts as liaison with various drug representatives to request drug samples for patients. Helps in the processing of insurance issues as needed.

20% - Provides executive level support to the Transplant Hepatology Medical Director. Works closely with the Director and represents this individual when communicating information to faculty, students, mentees, philanthropic relationships, industry contracts, etc. Coordinates all travel logistics for the Director, faculty recruits, invited speakers, and others as requested. Receives, screens, and coordinates appointment requests requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues. Manages the Director’s calendar including providing a daily itinerary along with meeting minutes, correspondences, agendas, and other applicable administrative support as requested.

10% - Maintains calendars for assigned providers and their associated activities (including monthly and quarterly conferences); schedules appointments and events; briefs providers of their schedules and provides background information for daily events. Assists providers by researching specific areas for requested background information. Coordinates travel arrangements and submits travel and professional reimbursement requests for assigned providers. Organizes and tracks CME activities. Reviews and updates MUSC's Interfolio for assigned faculty.

10% - Maintains EPIC inbox and fax hub. Assists with FMLA paperwork and other legal documentation as determined by patient needs.

10% - Receives incoming correspondence for the Transplant Hepatology and General Gastroenterology programs, screens, and routes mail to appropriate personnel. Drafts responses as necessary for provider review. Ensures timely responses and accurate archiving by maintaining an accurate filing system for all programmatic correspondence. Receives telephone calls and visitors and screens and directs them as needed. Ensures that messages are concise and timely responses are provided. Serves as source of information on all Transplant Hepatology and General Gastroenterology programs activities and assigned providers’ schedules.

5% - Provides other administrative support including supporting coworkers within as needed.

MUSC Minimum Training and Experience 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.

MUSC Physical Requirements:

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

Additional Job Description

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: (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 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 to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) 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. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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