UNIV - Administrative Coordinator II - Department of Ophthalmology

Medical University of South Carolina • Charleston, SC

1d

About The Position

The coordinator II provides advanced administrative and operational coordination in support of the Department Chair and Vice Chair within the Department of Ophthalmology. This position plays a key role in ensuring the efficient coordination of leadership priorities, departmental meetings, communications, and special events. The coordinator II serves as a central liaison between departmental leadership, faculty, staff, institutional leaders, and external stakeholders across the University and College of Medicine. The role requires strong organizational and communication skills, the ability to manage competing priorities, and the use of sound judgment when handling highly sensitive and confidential information. This position supports the operational infrastructure of the department by coordinating leadership schedules, organizing departmental meetings and events, managing physician call schedules, supporting faculty administrative needs, and facilitating communication and collaboration across the department.

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

• Experience supporting senior leadership in an academic medical center or higher education environment.
• Experience coordinating meetings, conferences, and departmental events.
• Familiarity with university administrative systems and travel processes.

Responsibilities

• Provide high-level administrative coordination and support to the Department Chair and Vice Chair.
• Manage and maintain complex calendars, including scheduling meetings, appointments, and leadership engagements.
• Coordinate leadership meetings and prepare agendas, briefing materials, and meeting documentation .
• Draft professional correspondence, letters, and communications on behalf of the Department Chair, Vice Chair, and faculty as requested.
• Respond to and manage email communications on behalf of the Department Chair as appropriate .
• Assist with prioritizing requests and communications directed to departmental leadership.
• Ensure timely and effective communication from the Chair’s office to faculty, staff, and institutional partners.
• Maintain professionalism and discretion when managing confidential and sensitive information.
• Plan, coordinate, and provide logistical support for departmental meetings, conferences, leadership meetings, and special events.
• Coordinate meeting logistics including scheduling, room reservations, technology needs, materials preparation, and participant communications.
• Support assigned departmental and institutional committees by coordinating meetings, preparing agendas, and maintaining documentation as needed.
• Assist with planning and execution of departmental events, faculty recruitment visits, and leadership functions.
• Attend departmental events as needed to provide operational and logistical support.
• Assist in coordinating contract-related meetings and discussions involving departmental leadership.
• Serve as a liaison between the Chair’s office and faculty, Division Chiefs, Program Directors, and administrative leadership across the University and College of Medicine.
• Foster productive working relationships with faculty and staff across the Department of Ophthalmology.
• Assist faculty with administrative needs including updating and maintaining faculty curriculum vitae (CVs) and professional documentation.
• Support coordination of faculty communications, leadership initiatives, and departmental priorities.
• Assist with facilitating administrative processes related to faculty contracts and departmental agreements as needed.
• Manage and maintain the physician on-call schedule in coordination with departmental leadership.
• Ensure scheduling updates are communicated accurately and maintained appropriately.
• Provide administrative coordination related to physician scheduling and leadership requests as needed.
• Assist in maintaining accurate scheduling records and departmental communications related to call coverage.
• Coordinate travel arrangements for departmental leadership including itineraries, accommodations, and transportation.
• Assist with submission and processing of departmental leave requests, travel forms, and related documentation.
• Ensure administrative processes are completed in accordance with university policies and procedures.
• Maintain records and documentation related to travel and administrative requests.
• Work collaboratively with the Department Finance Manager to support financial and administrative processes related to leadership activities.
• Perform additional duties to support the operational and administrative needs of the Department of Ophthalmology.
• Provide support for departmental initiatives, projects, and leadership priorities as assigned.
• Assist with special projects that support the strategic goals of departmental leadership.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED