UNIV - Administrative Coordinator II - Department of Radiology

Job Description Summary
The Assistant to the Chair provides support for the Chair, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, and support for other senior-level leaders in the Radiology and Radiological Services Department. This position interacts with patients, faculty, staff, visitors, and students. This role serves as a strategic partner in the College to ensure effective communication from the Chair’s Office, as well as the organization of meetings, and other support to the Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, radiology division director, and other division faculty. The position will work with and make decisions independently and on behalf of the Chair and will advocate on behalf of the Chair to communicate the Chair’s initiatives and strategies to various constituencies. This role is privy to highly sensitive and confidential information, and the use of diplomacy and discretion is critical and required. The Lead Administrative Services Coordinator has a key role within the Department of Radiology. Duties include overall responsibility for managing complex scheduling systems critical to the daily operation of radiology faculty and patient care. This includes managing, in conjunction with the Vice Chair of Clinical Operations, the clinical radiology reading room coverage schedule for 11 divisions. The Administrative Services Coordinator assigns specific reading room/service locations to each faculty member; and the schedule must be closely monitored and modified on a daily/weekly basis, depending on unscheduled absences; oversight, and revisions to multiple faculty call schedules, as faculty schedules and needs change. This position also manages faculty leave requests to ensure compliance with departmental/division coverage requirements. Provide varying levels of academic administrative support to the Vice Chair of Clinical Operations and multiple divisional faculty (currently a total of 10 individuals; subject to change). This position will Lead the department’s clinical administrative assistant team, providing mentoring and training, as necessary. The Administrative Services Coordinator interacts daily with faculty and staff, and serves as a backup to Administrative Services Manager, when necessary.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type​
Classified

Cost Center
CC004533 COM RAD Administration CC

Pay Rate Type
Salary

Pay Grade
University-GEN09
Pay Range
53,142.00 - 71,706.00 - 90,372.000

Scheduled Weekly Hours
40

Work Shift

Job Description

Job Description:

The Assistant to the Chair provides support for the Chair, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, and support for other senior-level leaders in the Radiology and Radiological Services Department. This position interacts with patients, faculty, staff, visitors, and students. This role serves as a strategic partner in the College to ensure effective communication from the Chair’s Office, as well as the organization of meetings, and other support to the Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, radiology division director, and other division faculty. The position will work with and make decisions independently and on behalf of the Chair and will advocate on behalf of the Chair to communicate the Chair’s initiatives and strategies to various constituencies. This role is privy to highly sensitive and confidential information, and the use of diplomacy and discretion is critical and required. The Lead Administrative Services Coordinator has a key role within the Department of Radiology. Duties include overall responsibility for managing complex scheduling systems critical to the daily operation of radiology faculty and patient care. This includes managing, in conjunction with the Vice Chair of Clinical Operations, the clinical radiology reading room coverage schedule for 11 divisions.  The Administrative Services Coordinator assigns specific reading room/service locations to each faculty member; and the schedule must be closely monitored and modified on a daily/weekly basis, depending on unscheduled absences; oversight, and revisions to multiple faculty call schedules, as faculty schedules and needs change. This position also manages faculty leave requests to ensure compliance with departmental/division coverage requirements. Provide varying levels of academic administrative support to the Vice Chair of Clinical Operations and multiple divisional faculty (currently a total of 10 individuals; subject to change).  This position will Lead the department’s clinical administrative assistant team, providing mentoring and training, as necessary. The Administrative Services Coordinator interacts daily with faculty and staff, and serves as a backup to Administrative Services Manager, when necessary.

Job Duties:

20% - Serves as the initial contact for the Chair’s Office, using diplomacy and public relations skills to appropriately direct questions to Division Directors, staff, faculty, and student services. Serves as the Chair’s liaison with campus decision-makers as well as the individuals who report to these administrators and key members of the business community. Leverages relationships and resources to promote the initiatives and strategies of the Chair’s Office.

- Serves as the Chair’s liaison with campus decision-makers as well as the individuals who report to these administrators and key members of the business community.
- Leverages relationships and resources to promote the initiatives and strategies of the Chair’s Office.
- Manages the Chair’s calendar and serves as the central point of knowledge for the Chair’s staff, eliminates conflicts in appointments, provides details for each calendar event, plans, and manages recurring events. Authorizes and approves meeting requests for the Chair’s time.

- Scheduling and executing Monthly Faculty Meetings – Requests topics from leadership. Requests past month’s accomplishments. Prepare PowerPoint presentation. Set up the classroom so those in attendance both in-person and remote can contribute. Take notes.
- Respond promptly to all requests from various sources, both internal and external, for the Chair’s time.
- Anticipates the Chair’s needs, takes initiative to identify effective solutions, and fully executes resolutions to the highest standards. Develops and maintains broad knowledge of the Department’s organization, personnel functions, programs, partnerships, and initiatives.
- Find solutions to issues, challenges, and opportunities that arise daily.
- Prepares and edits correspondences, communications, presentations, and other documents requested by the Chair on his/her behalf. Directs the usage of the Chair’s conference rooms.

20% - Administrative Coordinator for Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, radiology division director, and other division faculty. Administration and coordination of the workflow and the necessary administrative paperwork, maintaining electronic records, and complex filing systems to support multiple radiology divisions.

- Management of compliance for professional licensure and certificate renewals to include preparation of exam applications, DHEC, DEA, BLS, and ACLS. Tracking and scheduling recertifications through OurDay and ensuring all renewal applications are submitted and reported promptly.
- Preparation and maintenance of CVs, records, reports, mailing lists, professional society memberships, dues, and supporting materials to ensure that they are up to date.
- Maintain accurate records in Interfolio for each assigned faculty for ongoing activities throughout the academic year.
- Preparation of accurate and detailed Annual Faculty and Division Reports for faculty review and submission.
- Lead Admin to coordinate with the College of Medicine, the Chair, Division Directors, and the admins. Sending out notifications of upcoming Annual Reports. Coordinating with the Admin staff to ensure timely reporting and all documentation is completed. Coordinating appointments with the Chair to review Annual Reports.
- Preparation of annual ACGME metrics for core faculty scholarly activity, quarterly reports for medical student educational activity, and semiannual Faculty Development Tracking Reports for the Dean’s office.
- Gather data and preparation of materials/documentation for faculty promotions.
- Coordinate, maintain, and submit documentation for travel and reimbursement.
- Manage electronic document files.
- Perform data preparation and review as requested by the division.
- Coordinate/attend meetings, prepare agendas, take and disseminate minutes.
- Perform research and data retrieval requests for faculty.
- Coordinates with the Business Office for office equipment requests, supplies, cleaning services, and maintenance (i.e., hanging pictures, cleaning carpets, painting, etc.).
- Coordinate and perform backup administrative support for other divisions/faculty in the absence of their support team members as requested.
- Makes recommendations to department administrators relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to the overall operations of assigned divisions and departments.

15% - Coordinate all communication for the Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, radiology division director, and other division faculty.

- Screen incoming calls from faculty phones. Triage all calls from a variety of sources, including those related to patient care, e.g. - patients, families, and agencies, in a professional and timely manner.
- Triage hardcopy and electronic correspondence and deliver to faculty.
- Compose, review, and edit letters, emails, memos, faxes, and mailing projects.
- Write and present information in an organized manner easily understood by the audience.
- Execute both written and oral instructions with minimal guidance.
- Produce original correspondence that is concise, relevant, and grammatically correct.
- Communicate and provide important information to faculty weekly to assist with their meeting deadlines such as completing mandatory training, adequate number of CMEs, logging in for attendance at conferences, etc.
- Add or remove faculty, fellows, staff, and residents in Rad Internal and update the phone directory.
- Prepare and distribute faculty disaster list and passes.

15% - Manage the Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, Vice Chair of Finance and Administration, radiology division director, and other division faculty and divisional calendars and schedules.

- Manage compliance with all leave and attendance policies.
- Manage leave requests, ensuring all vacations, sick time, and conference attendance are reported to the department schedule coordinator and HR Manager utilizing QGenda.
- Draft, coordinate, and manage all schedules for accuracy; anticipate and correct scheduling conflicts.
- Draft, coordinate, and manage the on-call schedule utilizing QGenda and Simon's schedule.
- Schedule meetings as requested.

10% - Department QGenda Lead.

- Department liaison to QGenda.
- Point of contact for all departmental questions/training needs for QGenda.
- Adds users and information to QGenda for new employees.

- Ensures all QGenda-related issues are handled and resolved quickly and efficiently.

10% - Manage divisions' faculty and fellowship recruitment interview process.

- In collaboration with the division director, assign an interview team, create an itinerary, and provide professional and accurate communication with candidates regarding the process.
- Schedule/coordinate hotel accommodations, dinner reservations, lunch orders, case presentations, and reimbursement submissions.
- Evaluation form distribution to interviewers, follow-up and collection, and submission to the division director for processing.
- In collaboration with the Department HR Manager, assist with facilitation of onboarding, processing, and management of the Departmental Visiting Observers/Scholars Program and Siemens certificate courses.

5% - Department website and media communications backup.

- Update departmental academic web pages when needed.
- Working with the Education Team, HR Manager, department leadership, and division directors to maintain and manage the department intranet pages.
- Ensure proper use of university branding and department guidelines.
- Provide recommendations for improvement and maintenance of the department's academic website and various media communications.'

5% - At the direction of the Chairman of Radiology and Radiological Services, Vice Chair of Clinical Operations, and Vice Chair of Finance and Administration, plans, implements, and coordinates special projects and/or additional assignments, as needed to keep the department running smoothly.

- Assist the Vice Chair of Finance and Administration with the contract renewal process.

Minimum Experience and Training Requirements:   A high school diploma and five years relevant experience in business management, public administration, or administrative services; or a bachelor's degree and three years’ experience in business management, public administration, or administrative services.

Preferred: A bachelor’s degree and three years of administrative experience, including demonstrated management of complex scheduling, advanced knowledge of MS Excel, ability to prioritize work with little to no guidance and to manage multiple tasks concurrently, are all required.

Additional Knowledge, Skills, and Abilities : The individual selected for this position must be self-directed and detail oriented. Must be able to create reports that are thorough, accurate, appropriate, and timely. Must have excellent interpersonal, verbal, and written communication skills, with the ability to communicate and interact effectively with faculty, leadership, coworkers, and internal/external stakeholders.

Experience with leading others through mentoring and training, and effectively overseeing the daily work of support staff, would be a big plus.

Intermediate to advanced working knowledge of Microsoft Office Suite is required (including advanced Excel skills). Ability and willingness to learn a variety of systems used within the department within the first six months of employment is necessary.

Additional Job Description
Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees