UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

Medical University of South Carolina • Charleston, SC

3d

About The Position

The Administrative Coordinator II serves as the senior administrative lead for the Department of Obstetrics & Gynecology. This position is responsible for aligning and supervising the administrative support structure for all departmental faculty, centralizing workflows, and managing the daily operations of the office. The role provides high-level executive support to the Department Chair, oversees faculty promotions, tenure, appointments, and contract processes, and manages high-level faculty recruitment and onboarding. The Administrative Coordinator II resolves escalated administrative and personnel issues, standardizes processes across the department, and supports mission-critical academic and operational initiatives. The role works closely with the Vice Chair of Finance and Administration, departmental leadership, and institutional partners to maintain efficient, compliant, and professional administrative services.

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

• Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Minimum 3–5 years of progressively responsible administrative experience, preferably in an academic medical center.
• Supervisory experience is strongly preferred.
• Demonstrated ability to manage sensitive information with discretion.
• Strong communication, organizational, and project management skills.
• Ability to work independently, prioritize multiple tasks, and meet deadlines.

Responsibilities

• Executive Support to the Department Chair (25%) Serves as Executive Assistant to the Department Chair; provides advanced administrative support to the Senior Medical Director for Women’s Health and the Business Administrator. Manages the Chair’s email, mail, correspondence, and sensitive communication. Prepare letters including faculty and student recommendations. Maintains complex calendars; schedules meetings; coordinates clinical schedule and leave submission in Qgenda with MFM administrative support. Coordinates travel arrangements, conference registrations, annual memberships, credentialing, and license renewals for the Chair. Prepares travel reimbursements with complete supporting documentation and submits to fiscal staff within required timelines. Maintains and updates the Chair’s CV, goals, and annual reporting materials; enters evaluations and required documents into Interfolio. Drafts, edits, and compiles documents, reports, and presentations for the Chair, including the Annual Chair Report. Attend monthly Faculty Meetings and quarterly Faculty Retreats to record minutes and provide onsite executive-level support.
• Administrative Staff Supervision & Workflow Alignment (35%) Supervises all division administrative coordinators as well as the HR Coordinator; manages hiring recommendations, onboarding, workflow assignment, training, and annual performance evaluations. Aligns administrative support across all divisions, reallocates tasks as needed, and ensures consistent service quality for 52 faculty. Serves as the primary contact for escalated administrative, operational, and workflow issues. Develops and implements standard operating procedures (SOPs) that centralize and standardize administrative functions including travel processing, purchasing, calendaring, letters, meeting support, and promotion packet preparation. Leads centralization and streamlining of departmental workflows to improve efficiency and reduce variability in administrative processes.
• Office Management & Operations Oversight (15%) Oversee the daily operations of the administrative office, ensuring all equipment, workspaces, and facilities function effectively. Manages maintenance and fix-it requests, HVAC issues, lighting, phones, security access, and furniture procurement and movement. Coordinates equipment, computer, and phone needs, working closely with COEE IT to schedule updates, repairs, and replacements. Assists in annual budgeting for technology and equipment as needed. Oversee annual space allocation verification, departmental office moves, and State asset inventory tracking.
• Faculty Promotions, Tenure, Appointments, Faculty Contracts, and HR Processes (15%) Oversee faculty promotions, tenure, and appointment processes. Oversee all faculty appointment changes, reappointments, modifications of effort, and annual faculty contract renewals, ensuring timely review and approval by Chair and Vice Chair of Finance and Administration. Supervises high-level faculty recruitment—including job posting facilitation, candidate communication, interview scheduling, visit coordination, and offer packet preparation. Manages comprehensive onboarding for incoming faculty, ensuring coordination across HR, clinical operations, IT, and academic teams. Conducts Chair-level faculty evaluation support, including data gathering, form preparation, and Interfolio entry.
• Event, Meeting, and Program Coordination (5%) Manages major departmental events including Faculty Meetings, Faculty Retreats, departmental gatherings, and other academic or social events. Secures event space, manages Outlook calendar invitations, prepares agendas, slide decks, meeting materials, and records minutes. Coordinates vender contracts related to events as needed. Coordinates speaker arrangements and ensures receipt of presentations and all required AV/technology needs. Orders catering and manages onsite logistics for efficient event execution.
• Website, Communications, Marketing & Special Projects (5%) Serves as the Department’s Website and Marketing Facilitator. Maintains and updates provider clinic and academic website profiles in Sitecore and Yext; ensures accuracy of faculty information and divisional content. Edits and supports the MUSC OB/GYN Education website; coordinates communication with content owners to ensure updates are timely and accurate. Formats and uploads departmental communications (e.g., hurricane contact lists, policy documents) to the Horseshoe site. Updates digital display systems and manages departmental Outlook distribution lists. Leads special projects for the Chair and Vice Chair of Finance and Administration involving operational improvement, strategic planning, data collection, and departmental initiatives. Provides general departmental support and performs additional duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees