Job Description Summary

As our Divisional Administrative Coordinator, you will serve as the essential hub connecting clinical providers, outpatient care teams, patient navigators, and executive management. Working as a key member of our clinical operations team, you will balance high-level collaboration with independent problem-solving to optimize clinic productivity, streamline communication, and ensure an exceptional experience for our patients.

Manage and coordinate complex administrative workflows in a fast-paced academic healthcare center.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000967 COM DOM Endocrinology 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

Day (United States of America)

Job Description

Job Duties:

35% - Clinical & Telemedicine Operations Management:

• Panel & Schedule Optimization: Proactively review provider schedules in Epic to ensure accurate diagnostic scheduling, complete patient documentation, and maximum slot utilization. Fill schedule gaps and last-minute cancellations using waitlists and work queues.

• Patient Care Support: Coordinate medical records and imaging retrieval from referring providers and upload files into Epic. Manage incoming division calls, voicemails, and eFax queues.

• Clinic Cancellation & Schedule Planning: Manage provider leave requests and clinic closures in compliance with the 30-day MUSC Clinic Cancellation Policy. Process PATH forms in Qgenda and partner with providers to proactively adjust schedules for vacations and conferences.

25% - Process Improvement & Provider Productivity:

• Template Analysis & Optimization: Partner with division leadership to evaluate provider scheduling templates, recommend efficiency improvements, process PATH forms, and monitor performance.

• Metric Enhancement: Contribute to division-wide quality improvement initiatives aimed at boosting patient satisfaction, expanding access, and reducing same-day no-shows or cancellations.

• Slot Tracking: Generate weekly Epic "open slots" reports for administrative leadership and actively work queues to optimize provider capacity.

20% - InBasket Management & Referral Routing:

• Communication Hub: Monitor, route, and resolve daily Epic InBasket messages, action items, and cross-departmental requests promptly.

• Referral Triage: Review, track, and escalate incoming patient referrals daily to expedite access to specialty care.

15% - Direct Provider & Administrative Support:

• Calendar & Meeting Logistics: Oversee complex Outlook calendars, schedule meetings, and resolve schedule conflicts for assigned faculty.

• Faculty Affairs & Credentialing: Assist with Interfolio and CV updates, track licensure renewals (ACLS, BLS, DEA, DHEC), monitor mandatory training completion, and track open clinical encounters.

• On-Call & Specialty Scheduling: Coordinate inpatient schedules, manage related clinic closures, and update the Simon paging system for inpatient call coverage.

5% - Special Projects & Divisional Support:

• Perform additional operational duties and special project support as assigned by the Division Administrator.

 

Preferred Knowledge, Skills, Abilities:

• Exceptional Communication: Outstanding interpersonal skills with the ability to engage professionally with diverse internal and external stakeholders.

• Strong Organizational Skills: Excellent time management and attention to detail, with a the ability to multitask, track complex deliverables, and keep high-volume clinical workflows running smoothly.

• Operational Autonomy: Proven ability to work independently, prioritize high-volume tasks, and exercise sound judgment in a fast-paced clinical environment.

• Adaptability: Flexibility to adjust to changing clinical priorities and support dynamic team goals.

• Technical Proficiency: Experience navigating electronic health records (EHR) systems—preferably Epic—alongside proficiency with Microsoft Office (Outlook), Interfolio, and video conferencing platforms.

 

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