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MUSC Health · 3 weeks ago

UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

Charleston, SC

Full-time

Onsite

Mid, Senior Level

$48K/yr - $88K/yr

3+ years exp

MUSC Health is a leading medical institution, and they are seeking an Administrative Coordinator II for their Department of Obstetrics & Gynecology. This role involves providing high-level executive support, managing administrative workflows, and overseeing faculty recruitment and onboarding, while ensuring efficient operations within the department.

Health CareHospitalMedical

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 Women’s Health and the Business Administrator

Manages the Chair’s 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 Chair’s 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 recruitment—including 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 Department’s 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

Qualification

Administrative experienceSupervisory experienceProject managementDiscretion with sensitive informationOnboarding processesStandard operating proceduresPrioritize tasksEvent coordinationWebsite managementCommunication skillsOrganizational skills

Required

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

Minimum 3–5 years of progressively responsible administrative experience, preferably in an academic medical center

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

Preferred

Bachelor's degree preferred; equivalent combination of education and experience considered

Supervisory experience is strongly preferred

Company

MUSC Health

MUSC Health provides health-care services through its patient- and family-centered care, education, research, and various partnerships. It is a sub-organization of Medical University of South Carolina.

Founded in 1824

Charleston, South Carolina, USA

10001+ employees