UNIV- Program Coordinator I – Division of Speech Language Pathology - Department of Rehabilitation Sciences

Medical University of South Carolina • Charleston, SC

16d

About The Position

This role is responsible for strategically planning, coordinating, and executing a broad range of complex administrative operations in support of the Department of Rehabilitation Sciences and the Division of Speech-Language Pathology within the College of Health Professions. The individual filling this position must be able to interpret agency and accreditation policies, procedures, rules, regulations, and program services. The ability to plan, organize, and maintain files for accreditation and special projects is essential. The candidate must have the ability to communicate effectively, handle simultaneous projects, and meet deadlines in a timely manner. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office, including Microsoft Word and Excel, are strongly preferred . Knowledge of Microsoft PowerPoint desired. The role strongly prefers flexibility, a strong sense of initiative, and the ability to adapt quickly to changing department needs. This role demands exceptional organizational and time-management skills to ensure the department’s continued efficiency and success.

Requirements

• A bachelor's degree and one year relevant program experience.
• Ability to perform job functions in an upright position.
• Ability to perform job functions in a seated position.
• Ability to perform job functions while walking/mobile.
• Ability to work indoors.
• Ability to fully use both hands/arms.
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders.
• Ability to reach in all directions.
• Possess good finger dexterity.
• Ability to maintain tactile sensory functions.
• Ability to lift and carry 15 lbs., unassisted.
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted.
• Ability to push/pull objects, up to 15 lbs., unassisted.
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes.
• Ability to see and recognize objects close at hand.
• Ability to see and recognize objects at a distance.
• Ability to determine distance/relationship between objects; depth perception.
• Good peripheral vision capabilities.
• Ability to maintain hearing acuity, with correction.
• Ability to perform gross motor functions with frequent fine motor movements.

Nice To Haves

• Strong working knowledge of Windows and Microsoft Office, including Microsoft Word and Excel, are strongly preferred
• Knowledge of Microsoft PowerPoint desired.
• Flexibility
• A strong sense of initiative
• The ability to adapt quickly to changing department needs.
• Exceptional organizational and time-management skills

Responsibilities

• Executive Division Support Plans, coordinates, and performs administrative support services for the Division Director of Division of Speech-Language Pathology, including preparing sensitive correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintaining calendars and scheduling appointments. Organize and maintain electronic and paper files. Provide a key role in planning large-scale division initiatives, ensuring all executive needs are met with precision.
• General Program Support Plans, coordinates, and performs a wide range of programmatic duties essential to the smooth operation of the Division of Speech-Language Pathology. Utilize a proactive approach to managing administrative tasks, including responding to high-level inquiries, providing comprehensive support to faculty and students, and ensuring that all division-related deadlines are met with precision. Submit website edits and ensure accuracy. Responsibilities extend to maintaining detailed division calendars, managing sensitive documents, and ensuring prompt responses to high-priority emails. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting faculty and staff in meeting critical deadlines. Maintains division email distribution lists. Performs other administrative support functions and special projects as requested. Provides step-by-step instructions for students who are interested in a work-study position to complete before beginning employment. Organize and oversee management of federal work-study student tasks. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.
• Admissions Support and Coordination Provides comprehensive support in the admissions process in coordination with Student Services, ensuring a seamless experience for applicants. Supports all aspects of admissions process, including application evaluation, interview scheduling, and participation in interviews and Accepted Student Open House. Participates in application evaluation as an integral member of the application review committee. Spearheads the scheduling of over 100 applicant interviews, including coordinating individual interviews with all program applicants and faculty interviewers and communicating interview details with all parties. Communicating interview details effectively, including sending calendar invitations and reminders, while maintaining a master schedule to ensure smooth operations. Actively participates in admissions interviews with potential students, offering insights and contributing to the selection process. Organizes campus visits for applicants and serves as a point of contact for inquiries, either answering calls directly or redirecting them appropriately. Provides essential administrative support for Accepted Student Open House, facilitating a welcoming and professional experience for prospective students.
• Research Coordination Serve as the Project Manager for grants within the Division of Speech-Language Pathology as assigned. Organize and collect data. Organize annual and final performance reports. Ensure compliance with grant requirements. Coordinating and scheduling meetings with the advisory council and program faculty. Provide grant-related administrative support.
• Purchasing and Travel Support Manage complex purchasing and travel requests for the Division of Speech-Language Pathology. Ensures documentation is complete and filed with accuracy. Track annual travel requests by faculty. Prepare faculty travel estimates for approval. Ensures faculty travel requests are accurate and approved before submitting to the Procurement Specialist II for processing. Timely and accurately completes faculty expense reports. Prepares supply and equipment requests and supporting documentation for all purchases. Coordinates the purchase of equipment and all supporting documentation for the Division of Speech-Language Pathology.
• Accreditation Support Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicates with faculty and adjuncts to gather information for appendices and assemble a draft of appendices. Updates and maintains the student handbook. Tracks and maintains updates to the strategic plan and progress toward objectives.
• Special Event Management Assume leadership of event management and logistical coordination for high-profile Division of Speech-Language Pathology events. Make travel arrangements and develop itineraries for division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the Division of Speech-Language Pathology Advisory Board meetings. Provides administrative support for program board communication and events as well as continuing education programs and conferences. Provides administrative support for division events.
• Resource Support The individual will serve as a key resource for the Department of Rehabilitation Sciences and its divisions and programs, providing high-level administrative support during periods of increased workload, staff absences, or other assignments as requested.
• Other Duties As assigned, the individual will be expected to take on additional responsibilities to further support the division and department’s strategic initiatives. This may include ad-hoc projects, support during peak workload periods, or providing other administrative support.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees