UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

Company: Medical University of South Carolina
Location: Charleston
Posted on: April 1, 2026

Job Description:

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 47,588.00 - 67,817.00 - 88,047.000 Scheduled Weekly Hours 40 Work Shift Job Description Preferred Education, Work Experience, and Skills: Bachelor’s degree preferred; equivalent combination of education and experience considered. Minimum 3–5 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 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. 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 bachelor's 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 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. 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: http://www.uscis.gov/e-verify/employees

Keywords: Medical University of South Carolina, Mount Pleasant , UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology, Administration, Clerical , Charleston, South Carolina