UNIV - Administrative Coordinator II - Psychiatry: Women's Reproductive and Behavioral Health

Job Description Summary

Serves as the Administrative Coordinator for the Women's Reproductive Behavioral Health Division (WRBH) supporting daily administrative and operational activities related to research, clinical, and educational missions. This position reports to the Division Director.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Faculty

Cost Center

CC001348 Human Resources Administration

Pay Rate Type

Salary

Pay Grade

University-GEN09

Pay Range

52,100.00 - 70,300.00 - 88,600.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Exempt

Work Schedule: Monday - Friday, 8:30 am - 5:00 pm

Job Duties:

30% - Provide administrative support to the WRBH Division Director and senior division leadership:

• Planning, coordinating, and scheduling meetings and events with leadership, collaborators, customers, college, and division staff including accessing multiple calendars to select date and time.
• Locating and contracting with appropriate meeting locations.
• Procuring refreshments or gift cards as appropriate.
• Setting up in-person and virtual meetings.
• Providing guidance and support for in-person and virtual meetings and trainings including creating meeting summaries, action items, and deliverables
• Assisting with developing meeting agenda, reports, printing, and distributing documents.
• Coordinating Division's employee engagement process.
• Coordinate clinic research screening

20% - Coordinate the facility and administrative operations for WRBH including:

• Managing the reception area.
• Supporting office equipment purchases, usage, and supplies (e.g., copiers).
• Ordering and supporting users with computer, phones, and cell phones.
• Handling mail and shipments.
• Arranging for service and repairs as needed.
• Coordinating renovations, furniture purchases, and office moves.
• Disseminating and tracking office keys and badge access.
• Communicating building related announcements (e.g., scheduled maintenance, service interruptions, fire drills, etc), to occupants
• Maintaining organized, fully stocked, and clean office space and report problems to Building Management Company or WRBH/Department leadership as required.
• Purchasing office supplies.
• Arranging for recycling and surplus pickup.
• Assuming other duties as required.

20% - Assist with publication and grant development and reporting including:

• Providing meeting and logistical support to WRBH Investigators and other key personnel for grant and publication development and reporting.
• Collecting and assisting with formatting biographical sketches, other support documents, letters of support, and other required grant materials as needed.
• Editing and formatting text and bibliographies for manuscript and grant proposal submissions and progress reports.
• Assisting with the preparation of graphics, PowerPoint presentations, and other documents as required.
• Monitoring internal project timelines for deliverables and alerting leadership on completed, pending, and overdue deliverables.
• Serving as a knowledge resource facilitating compliance with public access policies and other sponsor requirements related to dissemination and reporting scholarly works.

15% - Manage new employee hires and orientation for the division

• Scheduling interviews with applicants in coordination with hiring managers and interview teams.
• Assisting applicants support with logistics and questions.
• Providing information and onboarding checklists and other resources to hiring managers/ supervisors and tracking completion.
• Scheduling orientation with relevant Division teams.
• Supporting new employee computer and phone purchase and set up with IT support personnel.
• Ensuring that onboarding and off boarding documents are reviewed and updated timely in consultation with supervisor.

10% - Manage event planning and coordination and communications

• Coordinating division meetings including staff, advisory committee, and sponsor site visits as needed.
• Supporting staff and collaborator engagement by developing internal and external communications, event planning, website updates, and resource dissemination.
• Contributing to event planning including organizing programs/agenda, organizing planning meetings, tracking deliverables, and communicating event information to invitees.
• Coordinate WRBH or project related website updates, and division social media posts

5% - Special Projects

• Contributing to other duties as assigned by division leadership.

Preferred Training & Experience:

The ideal WRBH Administrative Coordinator is a highly organized, detail-oriented professional who serves as a key representative of the WRBH Division, Department, and MUSC while effectively engaging with internal, external, state, and national stakeholders. This individual demonstrates exceptional project management and communication skills, the ability to build and sustain collaborative working relationships, and the flexibility to manage competing priorities in a dynamic research environment. A strong understanding of divisional and institutional missions enables the coordinator to anticipate needs, streamline processes, and enhance communication and collaboration across programs. The successful candidate works effectively as part of a team, maintains compliance with sponsor and MUSC regulations, and leverages technology-including MS Office applications, REDCap, virtual platforms, and appropriate AI tools-to support operational efficiency. Candidates with a master's degree and experience in academic health sciences, public health, higher education administration, and federally or foundation-funded grants are highly preferred.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's 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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