UNIV - Administrative Coordinator I - Department of Radiology
Medical University of South Carolina, Charleston, SC, United States
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 day‑to‑day management, direction, and leadership to multiple assigned divisions. It provides academic and executive administrative support to division directors, faculty and residents, and coordinator support to the Vice Chair for Research and the department’s research division.
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
Hourly
Pay Grade
University-GEN07
Pay Range
39,300.00 - 53,100.00 - 66,800.00
Scheduled Weekly Hours
40
Job Duties
Academic Administrative Responsibilities
25% administrative coordination for assigned Vice Chairs, multiple radiology division directors, and other division faculty. Administration and coordination of workflow and 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, including 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 the Dean’s 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 the division 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 the on‑call schedule, Simon schedule, faculty and division calendars, QGenda schedule.
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.
10% coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested; coordinate backup process for other administrative team members in case of planned and unplanned absences; provide backup administrative coverage when members are on leave; provide specific backup to the administrative team lead, including schedules; assist and provide backup for the educational support team when they have technical issues with lectures or absence of team members; make recommendations to department administrators relative to procedural improvements in office operations; proactive in seeking solutions and improvements to overall operations of assigned divisions and departments.
5% coordinate all communication for assigned divisions and faculty; screen incoming calls from faculty phones, triage calls, hardcopy and electronic correspondence, deliver to faculty; compose letters, emails, memos, faxes, mailing projects; write and present information in an organized manner; execute written and oral instructions with minimal guidance; produce original correspondence concise, relevant, and grammatically correct; communicate important information to faculty weekly to assist deadlines for mandatory training, CMEs, conference attendance, etc.
5% general duties; perform special projects and/or additional assignments.
Research Administrative Responsibilities
10% assist with coordination of communications; prepare meeting agendas for regularly scheduled meetings with the research team; document, type, and distribute all meeting minutes; write and present information in an organized manner; execute written and oral instructions with minimal guidance; produce original correspondence concise, relevant, grammatically correct; coordinate long‑term storage of closed studies, as needed.
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 electronic and hard‑copy versions of research personnel CVs and professional licensure (MD, RN, PA‑C, etc.); ensure CVs and bio‑sketches 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 the completion of CITI training certifications.
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 J‑1 Visa; provide professional and accurate communication with EV candidates regarding the J‑1 Visa process; prepare compliance and status reports as needed.
MUSC Minimum Training and Experience 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
Continuous – 6‑8 hours per shift; Frequent – 2‑6 hours per shift; Infrequent – 0‑2 hours per shift. Ability to perform functions in upright, seated, walking/mobile positions; work indoors; work outdoors in all weather and temperature extremes; work in confined/cramped spaces; perform tasks from kneeling positions; bend at waist; squat; perform pinching operations; fully use both hands/arms; perform repetitive motions with hands/wrists/elbows and shoulders; reach in all directions; possess good finger dexterity; maintain tactile sensory functions; lift and carry 15 lbs. unassisted; lift objects up to 15 lbs. from floor level to height of 36 inches unassisted; lower objects up to 15 lbs. from height of 36 inches to floor level unassisted; push/pull objects up to 15 lbs. unassisted; maintain 20/40 vision, corrected, in one eye or with both eyes; see and recognize objects close at hand; see and recognize objects at distance; match or discriminate between colors; determine distance/relationship between objects; have good peripheral vision capabilities; maintain hearing acuity, with correction; hear and/or understand whispered conversations at a distance of 3 feet; perform gross motor functions with frequent fine motor movements; work in dusty areas.
Equal Opportunity Employer
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.
Federal E‑Verify
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
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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 day‑to‑day management, direction, and leadership to multiple assigned divisions. It provides academic and executive administrative support to division directors, faculty and residents, and coordinator support to the Vice Chair for Research and the department’s research division.
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
Hourly
Pay Grade
University-GEN07
Pay Range
39,300.00 - 53,100.00 - 66,800.00
Scheduled Weekly Hours
40
Job Duties
Academic Administrative Responsibilities
25% administrative coordination for assigned Vice Chairs, multiple radiology division directors, and other division faculty. Administration and coordination of workflow and 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, including 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 the Dean’s 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 the division 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 the on‑call schedule, Simon schedule, faculty and division calendars, QGenda schedule.
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.
10% coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested; coordinate backup process for other administrative team members in case of planned and unplanned absences; provide backup administrative coverage when members are on leave; provide specific backup to the administrative team lead, including schedules; assist and provide backup for the educational support team when they have technical issues with lectures or absence of team members; make recommendations to department administrators relative to procedural improvements in office operations; proactive in seeking solutions and improvements to overall operations of assigned divisions and departments.
5% coordinate all communication for assigned divisions and faculty; screen incoming calls from faculty phones, triage calls, hardcopy and electronic correspondence, deliver to faculty; compose letters, emails, memos, faxes, mailing projects; write and present information in an organized manner; execute written and oral instructions with minimal guidance; produce original correspondence concise, relevant, and grammatically correct; communicate important information to faculty weekly to assist deadlines for mandatory training, CMEs, conference attendance, etc.
5% general duties; perform special projects and/or additional assignments.
Research Administrative Responsibilities
10% assist with coordination of communications; prepare meeting agendas for regularly scheduled meetings with the research team; document, type, and distribute all meeting minutes; write and present information in an organized manner; execute written and oral instructions with minimal guidance; produce original correspondence concise, relevant, grammatically correct; coordinate long‑term storage of closed studies, as needed.
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 electronic and hard‑copy versions of research personnel CVs and professional licensure (MD, RN, PA‑C, etc.); ensure CVs and bio‑sketches 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 the completion of CITI training certifications.
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 J‑1 Visa; provide professional and accurate communication with EV candidates regarding the J‑1 Visa process; prepare compliance and status reports as needed.
MUSC Minimum Training and Experience 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
Continuous – 6‑8 hours per shift; Frequent – 2‑6 hours per shift; Infrequent – 0‑2 hours per shift. Ability to perform functions in upright, seated, walking/mobile positions; work indoors; work outdoors in all weather and temperature extremes; work in confined/cramped spaces; perform tasks from kneeling positions; bend at waist; squat; perform pinching operations; fully use both hands/arms; perform repetitive motions with hands/wrists/elbows and shoulders; reach in all directions; possess good finger dexterity; maintain tactile sensory functions; lift and carry 15 lbs. unassisted; lift objects up to 15 lbs. from floor level to height of 36 inches unassisted; lower objects up to 15 lbs. from height of 36 inches to floor level unassisted; push/pull objects up to 15 lbs. unassisted; maintain 20/40 vision, corrected, in one eye or with both eyes; see and recognize objects close at hand; see and recognize objects at distance; match or discriminate between colors; determine distance/relationship between objects; have good peripheral vision capabilities; maintain hearing acuity, with correction; hear and/or understand whispered conversations at a distance of 3 feet; perform gross motor functions with frequent fine motor movements; work in dusty areas.
Equal Opportunity Employer
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.
Federal E‑Verify
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
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