UNIV- Administrative Coordinator II Department of Obstetrics & Gynecology

Job Description Summary

The Administrative Coordinator II serves as the senior administrative lead for the Department of Obstetrics & Gynecology. This position is responsible for aligning and supervising the administrative support structure for all departmental faculty centralizing workflows and managing the daily operations of the office. The role provides high-level executive support to the Department Chair oversees faculty promotions tenure appointments and contract processes and manages high-level faculty recruitment and onboarding. The Administrative Coordinator II resolves escalated administrative and personnel issues standardizes processes across the department and supports mission-critical academic and operational initiatives. The role works closely with the Vice Chair of Finance and Administration departmental leadership and institutional partners to maintain efficient compliant and professional administrative services.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC000987 COM Obstetrics & Gynecology CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

47588.00 - 67817.00 - 88047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Preferred Education Work Experience and Skills:

• Bachelors degree preferred; equivalent combination of education and experience considered.

• Minimum 35 years of progressively responsible administrative experience preferably in an academic medical center.

• Supervisory experience is strongly preferred.

• Demonstrated ability to manage sensitive information with discretion.

• Strong communication organizational and project management skills.

• Ability to work independently prioritize multiple tasks and meet deadlines.

Duties and Responsibilities:

• Executive Support to the Department Chair (25%)

• • Serves as Executive Assistant to the Department Chair; provides advanced administrative support to the Senior Medical Director for Womens Health and the Business Administrator.

  • Manages the Chairs email mail correspondence and sensitive communication. Prepare letters including faculty and student recommendations.

  • Maintains complex calendars; schedules meetings; coordinates clinical schedule and leave submission in Qgenda with MFM administrative support.

  • Coordinates travel arrangements conference registrations annual memberships credentialing and license renewals for the Chair.

  • Prepares travel reimbursements with complete supporting documentation and submits to fiscal staff within required timelines.

  • Maintains and updates the Chairs CV goals and annual reporting materials; enters evaluations and required documents into Interfolio.

  • Drafts edits and compiles documents reports and presentations for the Chair including the Annual Chair Report.

  • Attend monthly Faculty Meetings and quarterly Faculty Retreats to record minutes and provide onsite executive-level support.

• Administrative Staff Supervision & Workflow Alignment (35%)

• • Supervises all division administrative coordinators as well as the HR Coordinator; manages hiring recommendations onboarding workflow assignment training and annual performance evaluations.

  • Aligns administrative support across all divisions reallocates tasks as needed and ensures consistent service quality for 52 faculty.

  • Serves as the primary contact for escalated administrative operational and workflow issues.

  • Develops and implements standard operating procedures (SOPs) that centralize and standardize administrative functions including travel processing purchasing calendaring letters meeting support and promotion packet preparation.

  • Leads centralization and streamlining of departmental workflows to improve efficiency and reduce variability in administrative processes.

• Office Management & Operations Oversight (15%)

• • Oversee the daily operations of the administrative office ensuring all equipment workspaces and facilities function effectively.

  • Manages maintenance and fix-it requests HVAC issues lighting phones security access and furniture procurement and movement.

  • Coordinates equipment computer and phone needs working closely with COEE IT to schedule updates repairs and replacements.

  • Assists in annual budgeting for technology and equipment as needed.

  • Oversee annual space allocation verification departmental office moves and State asset inventory tracking.

• Faculty Promotions Tenure Appointments Faculty Contracts and HR Processes (15%)

• • Oversee faculty promotions tenure and appointment processes.

  • Oversee all faculty appointment changes reappointments modifications of effort and annual faculty contract renewals ensuring timely review and approval by Chair and Vice Chair of Finance and Administration.

  • Supervises high-level faculty recruitmentincluding job posting facilitation candidate communication interview scheduling visit coordination and offer packet preparation.

  • Manages comprehensive onboarding for incoming faculty ensuring coordination across HR clinical operations IT and academic teams.

  • Conducts Chair-level faculty evaluation support including data gathering form preparation and Interfolio entry.

• Event Meeting and Program Coordination (5%)

• • Manages major departmental events including Faculty Meetings Faculty Retreats departmental gatherings and other academic or social events.

  • Secures event space manages Outlook calendar invitations prepares agendas slide decks meeting materials and records minutes. Coordinates vender contracts related to events as needed.

  • Coordinates speaker arrangements and ensures receipt of presentations and all required AV/technology needs.

  • Orders catering and manages onsite logistics for efficient event execution.

• Website Communications Marketing & Special Projects (5%)

• • Serves as the Departments Website and Marketing Facilitator.

  • Maintains and updates provider clinic and academic website profiles in Sitecore and Yext; ensures accuracy of faculty information and divisional content.

  • Edits and supports the MUSC OB/GYN Education website; coordinates communication with content owners to ensure updates are timely and accurate.

  • Formats and uploads departmental communications (e.g. hurricane contact lists policy documents) to the Horseshoe site.

  • Updates digital display systems and manages departmental Outlook distribution lists.

  • Leads special projects for the Chair and Vice Chair of Finance and Administration involving operational improvement strategic planning data collection and departmental initiatives.

  • Provides general departmental support and performs additional duties as assigned.

MUSC Minimum Training and Experience Requirements:

A high school diploma and five years relevant experience in business management public administration or administrative services; or a bachelors degree and three years experience in business management public administration or administrative services.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management public administration or administrative services; or a bachelors degree and three 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.

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