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Medical University of South Carolina UNIV - Administrative Coordinator I - Department of Medicine: Infectious Diseases in Charleston, South Carolina

FLSA: Hourly

Job Summary: Serve as an Administrative Coordinator for the Infectious Disease division to include clinical activities, patient scheduling, procurement, Ryan White activities, and timekeeping. The employee is expected to carry out the responsibilities of the position with minimum supervision. This includes exercising sound judgment, initiative and demonstrating a positive and professional image. This position requires excellent communication skills, as well as ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.

Payscale Salary Range: UNIV-Band 5: $33,494.00 - $47,734.00 - $61,975.00 (min - mid - max)

Job Duties:

  • 35% - Responsible for procurement transactions for Ryan White grant in accordance with state procurement codes, MUSC and divisional policies and procedures. Responsible for creating financial transactions in multiple systems including marketplace and UMS. Responsible for initiating multiple types of procurement transactions across multiple affiliates MUSC, MUSC-P and the MUSC Foundation, including credit card purchases, purchase requisitions, IIT’s, and check requests. Responsible for verifying essential accounting documentation and approval of costs and reimbursements. Responsible for reconciling all packing slips and invoice. Responsible for monthly P-Card statements and documentation. Ensures receipts meet MUSC procurement requirements. - (Essential)

  • 30% - Division liaison to the University Finance Department, specifically, Accounts Payable & Accounting Services, along with the Ryan White Nurse Administrator to provide follow up and improve workflow on Ryan White emergency financial assistance to ensure patient’s needs are being met. Coordinates with third party vendors and MUSC to ensure information such as w9, remittance, and fulfillment addresses are up to date in the financial systems, UMS, and Marketplace. Maintains an organized filing system of financial transactions and tracks emergency financial spending to the Ryan White grant budget. Responsible for the ordering of essential items like gas cards, meal tickets, and supplemental nutrition as needed for Ryan White outreach and patient retention. Knowledgeable of procurement policies & procedures as it pertains to the Ryan White grant - (Essential)

  • 15% - Timekeeper – Tracks and reports time for all Infectious Diseases employees to include Ryan White employees. Ensures proper use of the System for Time & Attendance Recording (STAR). Uses KRONOS to enter leave and verifies time entry for faculty & staff. Ensures employees are aware of timekeeping procedures for the division. - (Essential)

  • 15% - Triages incoming telephone calls. Routes appropriate phone messages in epic and ensures proper documentation is placed in Epic. Schedules patient appointments for Ryan White clinic and general ID clinic. Provides patients with doxy links for telehealth visits. Provides support for other personnel in the Division, as necessary (due to absence) or when necessary as determined by the needs of the Division. - (Essential)

  • 5% - Serves as the back up to enter and maintain Simon web call schedules for the division and other duties as assigned - (Essential)

Minimum Experience and Training 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: 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 20/20 vision, corrected. (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. Must be ambidextrous. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)