UNIV - Administrative Coordinator I - Pediatrics: Infectious Disease

Job Description Summary
The Division of Infectious Diseases within the Department of Pediatrics is currently recruiting for an Administrative Coordinator who will work independently, performing a variety of complex and highly- confidential specialized assignments and administrative duties that requires initiative, resourcefulness, problem-solving skills, independent judgment, and a detailed knowledge of the mission, responsibilities, and structure of the division. To remain efficient in this position, the candidate will need to maintain proficiency in duties associated with the clinical, teaching, and research missions of the division.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type​
Classified

Cost Center
CC001024 COM PEDS Infectious Diseases CC

Pay Rate Type
Hourly

Pay Grade
University-GEN07
Pay Range
40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours
40

Work Shift

Job Description

Clinical Program Coordination and Operational Improvement — 35%

- Coordinate and maintain provider clinic, staffing, and on-call schedules, monitor capacity, address scheduling constraints, and facilitate timely communication of schedule changes to optimize provider availability and patient access.
- Manage division referral workflows and administrative work queues, including review of referral completeness, routing according to established scheduling criteria, tracking referral status, closure of scheduling loops, and follow-up on referrals that cannot be scheduled.
- Serve as a primary administrative contact for patients, families, referring providers, and clinical partners regarding appointments, referrals, scheduling changes, and access-related matters, escalating clinical questions and urgent concerns through established pathways.
- Collaborate with division leadership, providers, and operational partners to identify and resolve patient access barriers, improve scheduling and referral processes, and support efficient clinical operations.
- Coordinate implementation of new clinical services, program enhancements, workflow improvements, and other operational initiatives that support division growth and service excellence.
- Participate in quality improvement and operational improvement activities focused on clinic efficiency, patient access, workflow optimization, and the patient experience.
- Maintain current scheduling guidance, referral management resources, and administrative procedures to support consistent operations and decision-making.
- Track and analyze scheduling, referral, staffing, and operational metrics; identify trends and opportunities for improvement; prepare reports and summaries; and escalate operational concerns or access barriers to division leadership as appropriate.

2. Faculty and Division Support — 25%

- Provide comprehensive administrative support to division leadership, faculty, physicians, and staff, including coordination of calendars, meetings, communications, and divisional activities.
- Coordinate faculty recruitment, onboarding, offboarding, and orientation activities, including candidate communications, interview logistics, itineraries, access requests, and administrative readiness for new personnel.
- Support faculty academic, clinical, and administrative activities by coordinating required documentation, maintaining records, tracking deadlines, and facilitating completion of recurring departmental and institutional requirements.
- Prepare, organize, and maintain divisional correspondence, presentations, reports, leadership materials, meeting agendas and minutes, operational summaries, and other administrative documents.
- Coordinate division meetings, special projects, visiting faculty and guest activities, and other initiatives that support divisional priorities and strategic goals.
- Maintain organized electronic files, administrative systems, directories, and master calendars for recruitment, credentialing, compliance, evaluations, and other recurring divisional activities to support continuity and operational efficiency.

3. Coordinate Across MUSC and the Department of Pediatrics — 20%

- Coordinate administrative requests, documentation, approvals, and follow-up with institutional teams, including human resources, finance, clinical operations, and other support services.
- Assist in facilitating communication between the division and external stakeholders to resolve administrative issues and support timely completion of required processes.
- Collaborate with administrative colleagues across the Department of Pediatrics to promote consistent procedures, information sharing, and effective coordination.
- Establish and maintain productive working relationships with internal and external partners to support division priorities.
- Track outstanding requests, deadlines, and action items to ensure appropriate follow-through and resolution.

4. Division Procurement and Travel — 15%

- Coordinate procurement activities, including purchase requests, supplies, equipment orders, and vendor communications.
- Assist with invoice processing, expense reconciliation, reimbursements, and purchasing documentation in accordance with MUSC policies and procedures.
- Coordinate faculty and staff travel arrangements, including transportation, lodging, conference registration, and required travel documentation.
- Prepare or assist with travel expense reports and supporting documentation.
- Monitor procurement and travel requests, track approvals, and follow up to ensure timely processing.
- Maintain accurate records of purchases, travel expenses, vendor information, and related transactions.

5. Other Duties as Assigned— 5%

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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