UNIV - Administrative Coordinator I - Department of Radiology
UNIV - Administrative Coordinator I - Department of Radiology
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Job Description
Job Description Summary
The Department of Radiology and Radiologic Science is currently recruiting for an Administrative Coordinator I. Under the direction of the Radiology Administrative Services Manager the Administrative Coordinator position provides daytoday management direction and leadership to multiple assigned divisions. Provides academic and executive administrative support to not only the division directors but also faculty and residents within that division. Provide coordinator support to the Vice Chair for Research and the departments research division.Entity
Medical University of South Carolina (MUSC Univ)Worker Type
EmployeeWorker SubType
ClassifiedCost Center
CC004533 COM RAD Administration CCPay Rate Type
HourlyPay Grade
University05
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
The Department of Radiology and Radiologic Science is currently recruiting for an Administrative Coordinator I. Under the direction of the Radiology Administrative Services Manager the Administrative Coordinator position provides daytoday management direction and leadership to multiple assigned divisions. Provides academic and executive administrative support to not only the division directors but also faculty and residents within that division. Provide coordinator support to the Vice Chair for Research and the departments research division.
Academic Administrative Responsibilities:
25.0 Administrative Coordinator for assigned Vice Chairs multiple radiology division directors 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 division and faculty 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 on time.
- Preparation and maintenance of assigned divisions and faculty division 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.
- Preparation of annual ACGME metrics for core faculty scholarly activity quarterly reports for medical student educational activity and semiannual Faculty Development Tracking Reports for theDeans office.
- Gather data and preparation of materials/documentation for faculty promotions.
- Coordinate and maintain 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.
25 Manage faculty and divisional calendars and schedules.
- Manage divisional compliance with all leave and attendance policies.
- Manage divisions leave requests and schedule meetings as requested.
- Serve as timekeeper for thedivision and ensure all vacations sick time and conference attendance are reported to the department schedule coordinator and Timekeeper Manager for OurDay.
- Review all schedules for accuracy; anticipate and correct scheduling conflicts.
- Coordinate enter and update theoncall schedule Simon schedule and faculty and division calendars.
- Coordinate enter and update theQGenda schedule.
10 Manage divisions faculty and fellowship recruitment interview process.
- In collaboration with the division director assign aninterview team create anitinerary andprovide professional and accurate communication with candidates regarding theprocess.
- Schedule/coordinate hotel accommodations dinner reservations lunch orders case presentations andreimbursement submissions.
- Evaluation form distribution to interviewers followup and collection and submission to thedivision director for processing.
10 Coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested.
- Coordinate a backup process for other administrative team members to use in case of planned and unplanned absences
- Provide backup administrative coverage for team members when they are on leave.
- Provide specific backup to the administrative team lead including schedules.
- Assist and provide backup for the educational support team in cases when they have technical issues with lectures or in the absence of team members 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.
5 Coordinate all communication for assigned divisions and 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 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.
5.0 General Duties
Perform special projects and/or additional assignments.
Research Administrative Responsibilities
5 Maintain accurate and organized records of the required documents for radiology research personnel and studies.
- Assist with obtaining CVs from research personnel and faculty.
- Maintain both electronic and hardcopy versions of research personnel CVs and professional licensure (MD RN PAC etc..
- Ensure CVs and biosketches are updated and in compliance with departmental and study guidelines.
- Maintain research personnel CITI training certifications master spreadsheet.
- Ensure all research personnel have complied with thecompletion of CITI training certifications.
10.0 Assist with coordination of communications.
- Prepare meeting agendas for regularly scheduled meetings with theresearch team.
- Document type and distribute all meeting minutes from regularly scheduled meetings with theresearch team.
- Write and present information in an organized manner.
- Execute both written and oral instructions with minimal guidance. Produce original correspondence that is concise relevant and grammatically correct.
- Coordinate longterm storage of closed studies as needed.
5 In collaboration with the Department HR Manager assist with facilitation of onboarding processing and management of Departmental Visiting Observers/Scholars Program and Siemens certificate courses.
- Schedule/coordinate meetings for EV candidates
- Gather data and prepare materials/documentation for J1 Visa
- Provide professional and accurate communication with EV candidates regarding the J1 Visa process.
- Prepare compliance and status reports as needed.
Additional Job Description
Minimum Requirements: A high school diploma and four years relevant experience in business management public administration or administrative services; or a bachelors 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 68 hours per shift; Frequent 26 hours per shift; Infrequent 02 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 EVerify program to confirm the identity and employment authorization of all newly hired employees. For further information about the EVerify program please click here: Experience:
IC
Employment Type
Full-Time
Key Skills
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