UNIV - Administrative Specialist - Department of Medicine: Administration

Job Description Summary

The Department of Medicine Chair's Office Administrative Specialist provides administrative and operational support to faculty, advanced practice providers (APPs), department leadership, and division administrators. Responsibilities include coordinating provider documentation and departmental orientation, maintaining records and tracking systems, supporting leadership meetings and communications, and assisting with departmental projects. This role reports to the Department's Staff Affairs Coordinator and works collaboratively with the Vice Chair for Finance and Administration, Division Administrators, and institutional partners.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC000965 COM DOM Administration CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% - Administrative and Operational Support:

• Credentialed Providers Support

• Coordinate chair requests and supporting documentation for APP credentialing, working with divisions and the Medical Staff Office to ensure timely submission and follow-up.

• Assist divisions with provider documentation, including billing packets, practice agreements, and required administrative forms; verify completeness and route materials for review.

• Serve as an administrative resource for faculty and APPs, helping resolve routine questions and connecting them with the appropriate departmental or institutional office.

• Maintain provider documentation checklists and status updates in Smartsheet and other shared departmental tracking tools.

• Departmental Orientation and Resource Support

• Coordinate departmental orientation materials, introductory meetings, and resource information for faculty, APPs, and other department participants.

• Provide guidance on departmental administrative procedures, key contacts, required forms, and resources available through the Chair's Office.

• Track completion of departmental orientation and provider documentation requirements; follow up with divisions and escalate delays to the appropriate administrator.

• Gather feedback on administrative services and assist with improvements to departmental support processes.

• Unpaid Individuals Onboarding

• Coordinate necessary documents for all Unpaid Individuals (students, job shadowing, interns, etc.) to ensure that all onboarding items are complete for all divisions.

• Resource for Employee Planning Stages/Evaluations

• Provide support to divisions during employee evaluations, including assistance with relaunching evaluations.

• Manage Employee Planning Stages for all staff new hires to ensure timely completion

35% - Data and Records Management:

• Maintain departmental databases, spreadsheets, shared files, and tracking logs for administrative activities and requests.
• Compile and validate information from divisions for leadership reports on provider documentation, pending requests, and departmental activities.
• Track program participation, required documentation, and completion of administrative activities.
• Monitor renewal dates and required documentation for APP licenses, registrations, and practice agreements; notify divisions of upcoming deadlines.
• Coordinate collection and routing of focused professional practice evaluation (FPPE) forms and related provider documentation with divisions and the Medical Staff Office.
• Maintain current supporting records and verify that documentation is complete, accurate, and appropriately stored.
• Prepare status summaries for department leadership showing outstanding requests, upcoming deadlines, and items requiring follow-up or resolution.
• Work with divisions to identify outdated records, resolve discrepancies, and improve data quality and tracking processes.

20% - Departmental Coordination and Special Projects:

• Maintain a working knowledge of departmental administrative procedures and relevant institutional requirements.
• Coordinate leadership and division administrator meetings, including scheduling, agendas, background materials, minutes, and follow-up.
• Collaborate with faculty, APPs, division administrators, and institutional partners to communicate updates and resolve routine administrative issues.
• Assist with developing and updating procedures, reference materials, and standard forms to improve consistency and efficiency.
• Assist department leadership with reports, presentations, correspondence, and special projects; organize supporting information and track progress against assigned timelines.

10% - Other Related Duties:

• Provide additional administrative support to the Department and its divisions and perform other related duties as assigned.

Preferred Additional Experience, Skills, and Abilities:

• A bachelor's degree in communications, business, public administration, or a related field preferred.
• Two years of professional experience supporting administration in a higher education, academic medicine, healthcare, or large complex organization preferred.
• Ability to exercise good judgment, handle sensitive information appropriately, and maintain confidentiality.
• Must have excellent organizational and time management skills.
• Strong interpersonal skills with the ability to work collaboratively with faculty, advanced practice providers, staff, and department leadership.
• Ability to gather, organize and present oral and written information in a clear, concise and accurate manner.
• Ability to coordinate administrative requests across divisions and institutional offices and provide responsive service to faculty and advanced practice providers.
• Ability to manage multiple projects simultaneously and meet shifting deadlines in a fast-paced environment.
• Ability to manage timelines, approvals, and documentation.
• High Proficiency in all aspects of MS Office Suite (Word, Excel, Outlook, Teams).
• Self-motivated, adaptable, and willing to learn new tools, platforms, and processes as needed.

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