UNIV- Clinical Exercise Program Assistant

Medical University of South Carolina•Charleston, SC

About The Position

The Clinical Programs Administrative Assistant provides essential administrative, operational, and research support for clinical exercise and wellness programs. This role is integral to the daily functioning of programs focused on health promotion, adaptive exercise, and clinical populations. The Administrative Assistant supports program coordination, data management, participant communication, billing, marketing initiatives, and research-related activities, while maintaining confidentiality and HIPAA compliance. This position is ideal for a detail-oriented, highly organized individual who thrives in a collaborative, health-focused environment and is passionate about supporting programs that make a meaningful impact on participant well-being.

Requirements

High School Diploma or equivalent required
All degrees must be received from appropriately accredited institutions
CPR/AED Certification required within 6 months of hire
Ability to work effectively with diverse populations and individuals of all ages
Strong organizational skills with the ability to manage multiple tasks with minimal supervision
Strong problem-solving skills and attention to detail
Excellent verbal and written communication skills
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and office technology
Strong customer service and interpersonal communication skills
Ability to accurately calculate figures, percentages, and financial data
Ability to interpret written, oral, and schedule-based instructions
HIPAA trained or willing to complete training prior to start date
Interest in fitness, health promotion, and clinical or adaptive exercise programs
A high school diploma and two years relevant program experience.
A bachelor's degree may be substituted for the required program experience.

Nice To Haves

Experience with research, data collection, or grant writing
Previous experience working with clinical populations (academic, volunteer, or professional)
Familiarity with REDCap, member management systems, or medical record platforms

Responsibilities

Clinical Program Administrative Operations – 40%
Support efficient clinical program operations by organizing and maintaining administrative workflows.
Perform accurate data entry, filing, scanning, copying, and record maintenance in REDCap and the member management system .
Learn and utilize all in-house software systems for registration, program tracking, data management, and communication.
Maintain clear and organized meeting notes, operational documentation, and program records.
Compile and organize program data for budgeting, reporting, and funding or grant-related needs.
Monitor and respond to shared program email inquiries promptly and professionally.
Track instructor availability, including Break in Service dates.
Assist with referral tracking and program maintenance projects.
Participant Support & Member Billing – 20%
Manage program registrations and participant communication.
Process payments accurately and apply them to participant accounts.
Monitor outstanding balances and follow up on overdue or delinquent accounts.
Assist in preparing billing summaries, financial tracking reports, and reconciliation as needed.
Provide professional, compassionate customer service to all participants and caregivers.
Research, Data Collection & Grant Support – 15%
Assist with research initiatives including data collection, data entry, and reporting.
Support maintenance of REDCap research databases and participant tracking.
Assist with program documentation for funding acquisition and grant procurement.
Provide administrative support for grant writing tasks and reporting requirements.
Maintain confidentiality and adhere to HIPAA compliance standards at all times.
Marketing, Outreach & Program Promotion – 10%
Assist in scheduling and organizing marketing initiatives for program promotion and visibility.
Coordinate referral outreach and communication with internal and external partners.
Support participant recruitment efforts through organized communication and materials distribution.
Assist with event and program promotion logistics.
Business Management & Team Support – 10%
Serve as part of the management support team assisting with business and participant operations.
Assist with organizing schedules for part-time Wellness Center staff and instructors.
Provide accurate and up-to-date program information to Wellness Center front-line staff.
Support planning and coordination of team meetings, special projects, and events.
Participate in occasional Manager on Duty (MOD) rotations during weekdays, weeknights, weekends, and for special projects.
Other Duties as Assigned – 5%
Support additional program needs and operational initiatives as assigned by the Clinical Exercise Program Coordinator and leadership team.