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Medical University of South Carolina

Health sciences university in Charleston, SC

Administrative Specialist - Administration

Administrative SupportConfirmed live in the last 24 hours
Full-timeCharleston, SC, USANo salary listedIn-person

About the Job

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 experience in those areas.
  • High proficiency in all aspects of the Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
  • Ability to exercise good judgment, handle sensitive information appropriately, and maintain confidentiality.
  • Excellent organizational and time management skills.
  • Strong interpersonal skills and the ability to work collaboratively with faculty, advanced practice providers, staff, and department leadership.
  • Ability to gather, organize, and present oral and written information clearly, concisely, and accurately.
  • Ability to coordinate administrative requests across divisions and institutional offices and provide responsive service to faculty and advanced practice providers.
  • Ability to manage multiple projects simultaneously and meet shifting deadlines in a fast-paced environment.
  • Ability to manage timelines, approvals, and documentation.
  • Ability to perform the stated physical activities and meet the physical requirements of the role.

Responsibilities

  • Coordinate chair requests and supporting documentation for advanced practice provider credentialing with divisions and the Medical Staff Office, ensuring timely submission and follow-up.
  • Assist divisions with provider documentation, including billing packets, practice agreements, and required administrative forms; verify completeness and route materials for review.
  • Serve as an administrative resource for faculty and advanced practice providers by resolving routine questions and connecting them with appropriate departmental or institutional offices.
  • Maintain provider documentation checklists and status updates in Smartsheet and other shared departmental tracking tools.
  • Coordinate departmental orientation materials, introductory meetings, and resource information for faculty, advanced practice providers, and other department participants.
  • Provide guidance on departmental administrative procedures, key contacts, required forms, and resources available through the Chair’s Office.
  • Track completion of departmental orientation and provider documentation requirements; follow up with divisions and escalate delays to the appropriate administrator.
  • Gather feedback on administrative services and assist with improvements to departmental support processes.
  • Coordinate required onboarding documents for unpaid individuals, including students, job shadowing participants, and interns, and ensure onboarding items are complete across divisions.
  • Support divisions during employee evaluations, including assisting with relaunching evaluations.
  • Manage Employee Planning Stages for all staff new hires to ensure timely completion.
  • Maintain departmental databases, spreadsheets, shared files, and tracking logs for administrative activities and requests.
  • Compile and validate information from divisions for leadership reports on provider documentation, pending requests, and departmental activities.
  • Track program participation, required documentation, and completion of administrative activities.
  • Monitor renewal dates and required documentation for advanced practice provider licenses, registrations, and practice agreements; notify divisions of upcoming deadlines.
  • Coordinate collection and routing of focused professional practice evaluation forms and related provider documentation with divisions and the Medical Staff Office.
  • Maintain current supporting records and verify documentation is complete, accurate, and appropriately stored.
  • Prepare status summaries for department leadership showing outstanding requests, upcoming deadlines, and items requiring follow-up or resolution.
  • Work with divisions to identify outdated records, resolve discrepancies, and improve data quality and tracking processes.
  • Maintain a working knowledge of departmental administrative procedures and relevant institutional requirements.
  • Coordinate leadership and division administrator meetings, including scheduling, agendas, background materials, minutes, and follow-up.
  • Collaborate with faculty, advanced practice providers, division administrators, and institutional partners to communicate updates and resolve routine administrative issues.
  • Assist with developing and updating procedures, reference materials, and standard forms to improve consistency and efficiency.
  • Assist department leadership with reports, presentations, correspondence, and special projects; organize supporting information and track progress against assigned timelines.
  • Provide additional administrative support to the Department and its divisions and perform other related duties as assigned.

Desired Qualifications

  • A bachelor's degree in communications, business, public administration, or a related field is preferred.
  • Two years of professional experience supporting administration in higher education, academic medicine, healthcare, or a large complex organization is preferred.

About the Company

Medical University of South Carolina

Health sciences university in Charleston, SC

Medical University of South Carolina is a public academic health sciences university in Charleston, South Carolina. It offers bachelor's, master's, doctoral, and professional degrees through six colleges in dental medicine, graduate studies, health professions, medicine, nursing, and pharmacy.

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