UNIV- Clinical Exercise Program Assistant

Job Description Summary

The Clinical Programs Administrative Assistant provides essential administrative operational and research support for clinical exercise and wellness programs. This role is integral to the daily functioning of programs focused on health promotion adaptive exercise and clinical populations. The Administrative Assistant supports program coordination data management participant communication billing marketing initiatives and research-related activities while maintaining confidentiality and HIPAA compliance. This position is ideal for a detail-oriented highly organized individual who thrives in a collaborative health-focused environment and is passionate about supporting programs that make a meaningful impact on participant well-being.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Regular

Cost Center

CC002244 ESL Wellness Center

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

33339.00 - 47509.00 - 61680.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Key Responsibilities

1. Clinical Program Administrative Operations 40%

• Support efficient clinical program operations by organizing and maintaining administrative workflows.

• Perform accurate data entry filing scanning copying and record maintenance in REDCapand the member management system.

• Learn and utilize all in-house software systems for registration program tracking data management and communication.

• Maintain clear and organized meeting notes operational documentation and program records.

• Compile and organize program data for budgeting reporting and funding or grant-related needs.

• Monitor and respond to shared program email inquiries promptly and professionally.

• Track instructor availability including Break in Service dates.

• Assist with referral tracking and program maintenance projects.

2. Participant Support & Member Billing 20%

• Manage program registrations and participant communication.

• Process payments accurately and apply them to participant accounts.

• Monitor outstanding balances and follow up on overdue or delinquent accounts.

• Assist in preparing billing summaries financial tracking reports and reconciliation as needed.

• Provide professional compassionate customer service to all participants and caregivers.

3. Research Data Collection & Grant Support 15%

• Assist with research initiatives including data collection data entry and reporting.

• Support maintenance of REDCap research databases and participant tracking.

• Assist with program documentation for funding acquisition and grant procurement.

• Provide administrative support for grant writing tasks and reporting requirements.

• Maintain confidentiality and adhere to HIPAA compliance standards at all times.

4. Marketing Outreach & Program Promotion 10%

• Assist in scheduling and organizing marketing initiatives for program promotion and visibility.

• Coordinate referral outreach and communication with internal and external partners.

• Support participant recruitment efforts through organized communication and materials distribution.

• Assist with event and program promotion logistics.

5. Business Management & Team Support 10%

• Serve as part of the management support team assisting with business and participant operations.

• Assist with organizing schedules for part-time Wellness Center staff and instructors.

• Provide accurate and up-to-date program information to Wellness Center front-line staff.

• Support planning and coordination of team meetings special projects and events.

• Participate in occasional Manager on Duty (MOD)rotations during weekdays weeknights weekends and for special projects.

6. Other Duties as Assigned 5%

• Support additional program needs and operational initiatives as assigned by the Clinical Exercise Program Coordinator and leadership team.

Minimum Education & Experience

• High School Diploma or equivalent required

• All degrees must be received from appropriately accredited institutions

• CPR/AED Certification required within 6 monthsof hire

Required Qualifications

• Ability to work effectively with diverse populations and individuals of all ages

• Strong organizational skills with the ability to manage multiple tasks with minimal supervision

• Strong problem-solving skills and attention to detail

• Excellent verbal and written communication skills

• Proficiency in Microsoft Office Suite(Excel Word Outlook PowerPoint) and office technology

• Strong customer service and interpersonal communication skills

• Ability to accurately calculate figures percentages and financial data

• Ability to interpret written oral and schedule-based instructions

• HIPAA trained or willing to complete training prior to start date

• Interest in fitness health promotion and clinical or adaptive exercise programs

Preferred Qualifications

• Experience with research data collection or grant writing

• Previous experience working with clinical populations (academic volunteer or professional)

• Familiarity with REDCap member management systems or medical record platforms

Additional Job Description

Minimum Requirements: A high school diploma and two years relevant program experience. A bachelors degree may be substituted for the required 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. (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. (Frequent) Ability to see and recognize objects at a distance. (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.

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: Experience:

Junior IC