UNIV - Administrative Coordinator II - Pharmacology and Immunology

Medical University of South Carolina•Charleston, SC

1d•$52,100 - $88,600•Onsite

About The Position

The position serves as a strategic partner to departmental leadership, providing executive-level support to the Department Chair and Department Administrator while leading initiatives that support departmental operations, faculty affairs, communications, recruitment, employee engagement, seminars, special events and community-building initiatives. This highly visible position serves as a central liaison among faculty, staff, trainees, institutional partners, candidates, and external visitors. The Coordinator works independently to manage executive-level administrative responsibilities including sensitive and confidential matters, human resources support and faculty lifecycle processes, coordinates recruitment and onboarding activities, oversees departmental communications and events, and develops initiatives that foster an engaged, collaborative, and inclusive departmental culture. The successful candidate will combine exceptional organizational skills, project management expertise, discretion, relationship-building abilities, and operational leadership to help advance the department's research and educational missions.

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.
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)

Nice To Haves

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

Responsibilities

Serve as the primary administrative and operational partner to the Department Chair and Department Administrator.
Manage complex executive calendars, scheduling priorities, leadership meetings, retreats, and strategic planning sessions.
Prepare agendas, presentations, reports, correspondence, briefing materials, and executive communications.
Track action items, deadlines, and strategic initiatives to ensure timely follow-through.
Manage confidential and time-sensitive information requiring independent judgment and discretion.
Serve as a liaison between departmental leadership and faculty, staff, institutional partners, and external stakeholders.
Support departmental leadership in advancing strategic goals and operational priorities.
Coordinate faculty, staff, and trainee personnel processes throughout the employment lifecycle.
Assist with recruitment, hiring, onboarding, classification and compensation actions, promotions, transfers, and separations.
Coordinate faculty appointments, annual contracts, promotion and tenure activities, and faculty evaluation processes.
Partner with departmental leadership, Human Resources, and institutional offices to ensure compliance with policies and deadlines.
Serve as departmental liaison for visa sponsorship and immigration-related processes in collaboration with institutional partners.
Support faculty recognition, awards, professional development, and retention initiatives.
Lead coordination of faculty recruitment activities from candidate outreach through onboarding.
Develop interview schedules, coordinate travel arrangements, manage candidate visits, and facilitate recruitment logistics.
Partner with search committees and departmental leadership to create an exceptional candidate experience.
Coordinate faculty development programs, leadership initiatives, and professional engagement opportunities.
Assist with drafting and posting position announcements and recruitment materials.
Lead departmental initiatives designed to strengthen engagement, collaboration, and organizational culture.
Plan and coordinate events that promote community and recognition, including: Annual retreats and strategic planning events, Faculty and staff appreciation programs, New faculty welcome events, Holiday celebrations and social gatherings, Graduate student and postdoctoral recognition programs, Wellness and employee engagement activities, Family-friendly departmental events.
Develop innovative programs that foster inclusion, collegiality, and employee satisfaction.
Partner with leadership to enhance faculty and staff engagement and retention efforts.
Coordinate departmental seminar series, guest lectures, town halls, workshops, and educational programs.
Manage speaker invitations, travel arrangements, itineraries and event logistics.
Oversee visiting faculty, candidate, and guest experiences from planning through completion.
Coordinate journal clubs, retreats, special events, and departmental gatherings.
Ensure events are executed professionally and align with departmental goals and expectations.
Support departmental communications strategies and outreach efforts.
Maintain and update departmental websites, faculty profiles, digital displays, newsletters, and communication platforms.
Promote faculty, staff, trainee, and research accomplishments through internal and external communications.
Draft correspondence, announcements, annual reports, and promotional materials.
Serve as a primary point of contact for departmental inquiries, visitors, deliveries, and stakeholder communications.
Maintain departmental records, filing systems, organizational documents, and operational resources.
Oversee departmental timekeeping functions and ensure compliance with institutional payroll and leave policies.
Serve as departmental liaison for Purchasing Card (PCard) administration, transaction reconciliation, documentation review, and policy compliance.
Support audit readiness through accurate recordkeeping, documentation management, and compliance monitoring.
Lead special projects and initiatives assigned by departmental leadership.
Support strategic planning, organizational development, and implementation of departmental priorities.
Assist with development of new programs, outreach initiatives, and operational improvements.
Perform additional responsibilities that advance the department’s mission and long-term objectives.

Benefits

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.
Whether you want to teach the next generation of health care leaders, innovate new business models, discover the next breakthrough or provide patient care, there's a role for you that fuels your passion and takes advantage of your skills.
There are career opportunities available in academics, research, hospital medicine, physician practices and support services, from patient billing to IT.
As an applicant, you can search jobs for all MUSC entities as well as search by category and location.
MUSC attracts more than $250 million annually in research funding, making it the biggest magnet for biomedical, extramural research dollars of all institutions of higher learning in South Carolina.
The Clinical and Translational Science Award (CTSA) Program aims to advance clinical and translational science to increase the speed at which new treatments become available to patients.
The MUSC Medical Center is also one of only three Magnet® designated hospitals in South Carolina.