UNIV - Administrative Coordinator II - Pharmacology and Immunology

Medical University of South Carolina•Charleston, SC

43d•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.

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.