Administrative Coordinator

Job Description Summary

The Administrative Coordinator supports the Chief of Staff and departmental leadership in advancing operational excellence by coordinating and optimizing administrative and clinical support functions. This role promotes efficient workflows, ensures high-quality service delivery, and facilitates effective communication across teams. Through strong collaboration and organizational support, the position contributes to continuous process improvement and the overall success of department.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000989 COM Orthopaedic Surgery & Physical Medicine CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

39,300.00 - 53,100.00 - 66,800.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 15% - Review and manage held appointment time to support MUSC access initiatives and improve patient access. Maintain the goal of eliminating unfilled held time to maximize clinic availability; Remove unnecessary held time to ensure accurate representation of provider schedule density. Enable clinics to better anticipate and plan for provider patient volume. Optimize scheduling efficiency by allowing for timely room backfill when providers are out of the office.
• 15% - Collaborate with the Musculoskeletal Patient Access Liaison to utilize QGenda to enter all PATH form updates, ensuring provider clinical templates are accurately maintained and updated in Epic.
• 15% - Provide administrative support and coverage for the current administrative team during periods of absence to ensure continuity of operations and workflow.
• 15% - Collaborates closely with the Department Chair and Executive Administrative Assistant of Orthopaedics to ensure faculty leave requests are submitted in advance, in alignment with departmental guidelines. Supports proactive coordination of OR block time reallocation by facilitating timely communication regarding provider availability, ensuring unused OR time is reassigned to appropriate physicians. Serves as a liaison between faculty, administrative assistants, and the surgery scheduling team to ensure clear, consistent, and timely communication related to schedule changes and OR utilization. Monitors and follows up on leave submissions to ensure compliance with advance notice expectations and to minimize disruptions to clinical operations.
• 10% - Provide one-on-one training for newly hired administrative assistants, utilizing a structured checklist to ensure they are fully prepared and equipped for successful remote work.
• 10% - Assists incoming faculty with ordering business cards, ensuring accuracy of credentials, titles, and contact information in accordance with institutional standards. Coordinates and supports faculty office setup, including workspace readiness, basic equipment needs, and alignment with departmental and facility guidelines. Collaborates with internal departments (e.g., facilities, IT, supply chain) to ensure timely completion of office setup and readiness prior to faculty start date.
• 5% - Serve as a backup resource for processing faculty leave requests in Qgenda and managing call schedule updates for Orthopaedics; Ensure accurate entry, maintenance, and communication of call schedules, including timely updates to reflect changes in coverage.
• 5% - Assists the administrative assistant team with the timely and accurate processing, sorting, and routing of incoming faxes within the e-fax Consensus system.
• 5% - Utilize the Smartsheet onboarding tool to track all onboarding tasks for physicians and advanced practice providers, ensuring all required items are completed in a timely manner for successful onboarding at the institution.
• 5% - Other Duties as Assigned

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.

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