UNIV - Administrative Coordinator I - DO Admin

Medical University of South Carolina•Charleston, SC

3d•Onsite

About The Position

The position provides high-level administrative, project coordination, and operational support across multiple functional areas within the College of Health Professions. Key responsibilities include supporting instructional technology efforts, marketing projects, finance initiatives, Mental Health First Aid trainings, as well as providing assistance with general office operations. The role involves managing communications, coordinating meetings and deliverables, maintaining project documentation, and facilitating logistics for departmental initiatives. The position also serves as a key liaison between internal teams and external stakeholders, ensuring smooth operations, timely follow-ups, and alignment with college objectives. Strong organizational, communication, and multitasking skills are essential for success in this multifaceted role.

Requirements

A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.
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 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)

Nice To Haves

Bachelor’s degree in Project Management, Business Administration, Marketing, Educational Technology, or a related field.
At least one year of relevant program coordination or project management experience.
Experience working with cross-functional teams, preferably in a higher education or healthcare setting.
Proficiency in project management tools (e.g., Asana, ServiceNow, or similar platforms).
Strong communication, organizational, and problem-solving skills.
Ability to exercise judgment, manage multiple priorities, and juggle assignments from multiple leaders.

Responsibilities

Coordinates projects related to instructional technologies, digital learning platforms, and faculty-facing tools.
Schedules meetings, gathers updates, and monitors deliverables for technology-related workstreams.
Provides logistical support for technology trainings, rollouts, and online course support efforts.
Maintains documentation and progress tracking for digital education initiatives.
Organizes logistics for team meetings, workshops, and department-sponsored events.
Maintains shared project documentation, SOPs, and records related to department operations.
Provides administrative support for ad-hoc initiatives, including research, data analysis, and presentation preparation.
Assists in developing internal training materials, guides, and onboarding resources for departmental tools.
Supports the implementation of marketing projects, campaigns and recruitment-focused initiatives.
Manages timelines, deliverables, and project documentation for marketing efforts.
Tracks progress of marketing projects and ensures alignment with strategic enrollment objectives.
Communicates project statuses with stakeholders.
Coordinates schedules for the production of video/photography projects.
Assists as needed with calendar management and schedule coordination for the Director of Marketing & Student Recruitment.
Ensures agendas, materials, and follow-up communications are completed in a timely manner.
Provides primary support for the Associate Dean for Finance and Administration.
Plans, coordinates, and performs executive level administrative support services for the Associate Dean for Finance and Administration to include calendar monitoring to maintain the Assistant Dean's schedule.
Maintains an intimate knowledge of the Associate Dean's needs, goals, and objectives to prioritize appointments and access of faculty, staff, external constituents, and University officials.
Compiles and presents data for special projects; arranges for and creates agenda for monthly Shared Services Team Leader Meeting or other financial meetings on an as needed basis; aids in planning and coordinating special events.
Maintains and updates the Staff Shared Services directory quarterly and updates this in the faculty and staff resource folder.
Monitors annual Conflict of Interest (COI) and Annual Mandatories for all College employees by running reports, sending reminders and working with the University to meet deadlines for completion.
Serve as the primary point of contact for the Dean's Office by managing incoming calls and visits, responding to inquiries, and directing calls to appropriate personnel while ensuring professional and responsive customer service.
Provides back up for the Dean’s Office faculty and staff in the event of absences.
Coordinate the creation and distribution of college-wide employee birthday announcements using approved design and communication platforms to support employee recognition and foster a positive workplace culture.
Provides administrative support for Faculty Council and Faculty Assembly, to include scheduling meetings, ordering food, and storing minutes and notes as requested.
Support the Dean's Office through a variety of administrative, operational, and special project assignments by coordinating tasks, managing priorities, and contributing to the successful completion of departmental initiatives.
Coordinate and administer Mental Health First Aid (MHFA) training programs by planning course logistics, managing participant enrollment through the MHFA Connect platform, coordinating with internal stakeholders, communicating course requirements and deadlines, sending pre-course and reminder notifications, monitoring completion of required online coursework, and ensuring participants meet all prerequisites prior to instructor-led training sessions.