UNIV - Administrative Coordinator I - Department of Medicine: Division of Gastroenterology and Hepatology

Job Description Summary

This position serves as the lead Administrative Coordinator for the Division of Gastroenterology & Hepatology’s with the purpose of providing executive level support to the clinical and research missions. This position supports three strategically essential areas, the division’s Advanced Endoscopy and General Gastroenterology clinical programs, as well as Digestive Disease Center’s research mission. As the lead personnel for these areas, the administrative coordinator provides daily and ongoing programmatic support while operating with a substantial amount of autonomy and adapts to a regular changing environment with a focus on coordinating various tasks related to clinical operations and other administrative responsibilities.

Effective communication, organizational skills, customer service, and diligence is a vastly important requirement as this position collaborates with a wide range of individuals both internally (i.e., divisional staff and faculty, human resources, credentialing and compliance, Digestive Health ICCE leadership and staff, etc.) and externally (i.e., referring providers, philanthropic connections, industry representatives, etc.). The person holding this position is expected to carry out its assigned responsibilities by exercising sound professional judgment and initiative while demonstrating a positive and professional image.

This position will report directly to the Administrative Coordinator II but will have a matrix reporting relationship with the Division Operations Manager, Administrator and Director.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000968 COM DOM Gastroenterology CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Day (United States of America)

Job Description

Job Duties:

25% - provides high-level administrative and operational support to research faculty, investigators, and project teams. Assists in the coordination and management of research activities. Ensures efficient execution of research administrative processes and serves as a key liaison between faculty, institutional offices, and external sponsors. Manage calendars, schedule meetings, and coordinate logistics for research team activities, including seminars, workshops, and collaborations. Prepare correspondence, meeting agendas, minutes, and other administrative documents as requested. Maintain electronic and physical files for research projects, ensuring data security and confidentiality. Serve as a primary point of contact for faculty, staff, sponsors, and administrative offices related to research operations. Provide clear and timely communication to investigators regarding deadlines, deliverables, and policy updates.

20% - In collaboration with the Division Administrator, Administrative Coordinator II, and Digestive Health ICCE staff, manages workflows for assigned faculty relating to the coordination of information and documentation for clinical operations. Coordinates with Digestive Health Scheduling team, the Patient Access Center, and other related departments to ensure accuracy and completeness of requests for the Gastroenterology & Hepatology Division. Responsible for managing clinic cancellations, template changes, and clinic schedules for assigned providers, which may require contacting patients and rescheduling appointments. Communicates and collaborates with the appropriate clinical staff (i.e., Certified Medical Assistants and Nurse Coordinators) to ensure that assigned faculty and staff are being appropriately supported. Proactively advises and communicates regularly with the Division Administrator and Administrative Coordinator II on all matters that could potentially result in positive and/or negative impacts on clinical operations. 

20% - Provides executive level support to the Advanced Endoscopy section chief. Works closely with the Director and represents this individual when communicating information to faculty, students, mentees, philanthropic relationships, industry contracts, etc. Coordinates all travel logistics for the Director, faculty recruits, invited speakers, and others as requested. Receives, screens, and coordinates appointment requests requiring judgment and interpretation of policies, rules, and procedures, often on complex and confidential issues. Manages the Director’s calendar including providing a daily itinerary along with meeting minutes, correspondences, agendas, and other applicable administrative support as requested.

10% - Responsible for obtaining patient medical records, pathology reports, and radiology disk