UNIV - Director of Operations - Department of Medicine: Division of Gastroenterology & Hepatology

Job Description Summary

Directs the Division of Gastroenterology & Hepatology's patient access, provider scheduling, clinical deployment, ambulatory and inpatient operations, clinical outreach agreements, and clinical space programs. Serves as the Division's QGenda scheduling manager and primary program contact; evaluates performance; identifies and implements improvements to policies, procedures, and workflows; supports new program development; and provides strategic guidance and updates to faculty, staff, institutional partners, and leadership.

Operating with substantial autonomy in a dynamic environment, this position leads clinical operations, strategic access management, human resources, and executive administration. It also provides or supervises executive-level support for the Division Director, Division Administrator, ICCE Chief for Digestive Health, and assigned faculty to optimize workflows and reduce administrative demands on leadership. The role requires exceptional communication, organization, customer service, attention to detail, professional judgment, and initiative. The incumbent collaborates with divisional faculty and staff, Digestive Health ICCE leadership, the VA, referring providers, and other partners while consistently representing the Division professionally.

This position reports directly to the Division Administrator and has a matrix reporting relationship to the Director of the Division of Gastroenterology & Hepatology.

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

Salary

Pay Grade

University-GEN11

Pay Range

67,728.00 - 94,758.00 - 121,890.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

30% - Strategic Access Management for Division Ambulatory Operations:

• Reviews patient-access performance and new- and return-patient availability for all Division faculty and APPs. Uses available tools and data to identify barriers and expand access through template changes, online scheduling, EPIC block switches, and other approved mechanisms in partnership with the Division Administrator.
• Leads provider deployment to East and West Campus, Clements Ferry, Nexton, the Regional Health Network, and other new MUSC outpatient sites. Coordinates with Ambulatory partners, Division leadership, and physician leaders to secure space, confirm assignments, and configure EPIC templates for efficient, high-quality care.
• Manages Division clinic-space grids and serves as the subject-matter expert for clinical deployment of Gastroenterology and Hepatology physicians and APPs by location.
• Oversees PATH-form and template-change workflows, including developing requests, coordinating Division and Ambulatory leadership approval, and ensuring accurate, timely processing with minimal patient disruption and compliance with Division and MUSCP cancellation policies.
• Maintains project-management tools for clinic space and provider templates, including onboarding, offboarding, and template revisions, and provides timely status updates to Division, ICCE, Ambulatory, and PAC stakeholders.
• Collaborates with the DHEM PAC liaison to review provider template-change requests and opportunities and advises the Division Administrator and other leaders to support informed decisions.
• Drafts and finalizes patient-notification letters with faculty and APPs for provider departures and clinic changes and coordinates timely distribution with the PAC liaison and Division administrative team.
• Submits EPIC Department requests for new or closing clinics and serves as the primary contact with IS leadership throughout the process.
• Collaborates with Digestive Health ICCE leaders, Division physician leaders and faculty, and other stakeholders to identify and implement opportunities that improve new-patient access for Gastroenterology and Hepatology faculty and APPs.

30% - Personnel, Office Management, and Leadership Support:

• Leads the Division's Administrative Coordinator team, including work assignments, performance monitoring, annual reviews, time-off approvals, delegation, and oversight of timely, effective faculty support.

• Serves as the Division's office manager, overseeing physical space and related operations:

• Leads space planning and implementation, including office allocations and renovations; coordinates with internal service teams and external partners; and keeps leadership informed.

• Assesses faculty and staff workstation requests, including repairs, furniture, and information technology, and advises divisional leadership.

• Manages supplies, mail, and divisional support equipment, including coffee machines, water filters, copiers, fax machines, and telephones.

• Serves as divisional timekeeper; maintains sick, annual, leave-without-pay, compensatory-time, and holiday-pay records; assists employees with FMLA, leave, benefits, payroll, and related policies; advises the Division Administrator; and trains and supervises backup personnel.

• Provides executive-level support to the Division Director and ICCE Chief for Digestive Health and represents them in communications with faculty, students, MUSC offices, and prospective faculty. Coordinates travel for leadership, recruits, and invited speakers; screens complex and confidential appointment requests and calls; manages calendars; prepares itineraries, minutes, correspondence, agendas, and other materials; advises on divisional operations and strategic planning; and participates in weekly leadership meetings.

• Supports the Division Administrator with faculty, personnel, and daily operations; evaluates methods; identifies cost reductions; develops reports; documents and communicates required actions; and leads administrative quality improvement through best practices, technology, and streamlined workflows.

15% - QGenda Management: Serves as the Division's QGenda Administrator, primary point of contact, and subject-matter expert, ensuring the platform accurately reflects inpatient, outpatient, VA, and other clinical services.

• Develops, enters, reconciles, and communicates schedules for all Division physicians and APPs, including inpatient services and rotations, procedural blocks, outpatient clinics, VA assignments, call and coverage calendars, night and weekend assignments, leave, and other changes.
• Partners with QGenda and MUSC stakeholders to resolve system issues; implement advanced features, automations, and leadership-directed enhancements; conduct audits and follow-up; and recommend efficiency and effectiveness improvements.
• Maintains accurate, current provider, template, assignment, out-of-office, and scheduling data for Division providers and leadership, ambulatory clinic partners, and other stakeholders; adds new providers and removes departing providers.
• Manages Available Shifts to backfill canceled clinic capacity, communicates opportunities, completes the process for physicians and APPs to open clinics, and ensures administrative assistants' cancellation requests are processed and reflected in QGenda.
• Monitors coverage across hospitals and outpatient entities, promptly addresses gaps to minimize disruption to colleagues and patients, and generates requested reports.
• Assists in managing the paging system to ensure accurate and complete faculty information.

10% - Space Analysis, Utilization, and Management:

• Manages the Division of Gastroenterology and Hepatology's ambulatory-space footprint, including Ambulatory Space Committee requests for new and continuing providers and annual budget-cycle space requests, while meeting all MUSCP data review, entry, and submission deadlines.
• Reviews Power BI clinic-space grids and throughput reports, QGenda schedules, and CUBE data on appointments, capacity, and access to assess utilization and support patient-access, provider-template, and space-assignment decisions.
• Communicates recommendations to Division leadership, coordinates follow-up actions, and develops reports to measure patient-access performance, monitor trends, and evaluate improvement initiatives.
• Assists with ad hoc access-data requests and patient-access reporting for Division leadership.

10% - Clinical Provider Onboarding:

• Coordinates recruitment, onboarding, and ongoing employment-related requirements for divisional faculty, APPs, and staff. Develops and supervises recruitment itineraries and onboarding plans; collects and communicates candidate feedback; and coordinates with the MUSC Health Physician Recruitment Office and Human Resources across all entities.
• Advises the Division Director and Division Administrator regarding matters that may significantly affect recruitment, onboarding, or employment.
• Manages comprehensive faculty onboarding across Human Resources, clinical operations, information technology, and academic teams, including visa documentation for Global Health and Human Resources.
• Manages professional licensure and credentialing requirements at MUSC and contracted sites, including the VA, and provides MUSC, VA, and Verge credentialing offices with required ACLS/BLS records, CRPS, PIV, TMS, background checks, and other updates.
• Maintains provider clinic information in Sitecore and Yext and ensures accurate new-faculty information and online scheduling details.
• Centralizes and streamlines departmental onboarding workflows to improve efficiency and consistency and completes additional assignments from the Division Administrator supporting onboarding and divisional operations.

5% -Communication and Other Duties:

• Communicates program and patient-access information clearly, concisely, professionally, and promptly through email, meetings, and other business channels, adapting verbal and written communication for clinical teams, non-clinical staff, leaders, and external partners. Maintains confidentiality when communicating sensitive information. Prepares for and participates in meetings with faculty and divisional or departmental leadership. Performs other duties assigned by Department of Medicine Administration in support of departmental initiatives.

Additional Job Description

Minimum Requirements: A bachelor"s degree and three years relevant program experience.

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 squat and perform job functions. (Infrequent) Ability to perform "pinching" operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) 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 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. (Frequent) 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. (Frequent) 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. (Frequent) 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.

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