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

Medical University of South Carolina•Charleston, SC

2d•$52,100 - $88,600•Onsite

About The Position

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.

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.

Nice To Haves

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.

Responsibilities

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
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.
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.
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.
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
Special Projects Contributing to other duties as assigned by division leadership.