Administrative Coordinator

UNIV - Administrative Coordinator I - Psychiatry: Training DivisionCharleston, South CarolinaAdministrative, Operations, Program, & Project ManagementBusiness OperationsFull TimeUniversity (UNIV)Job Description SummaryResponsible for coordinating all psychiatry related continuing educational, development/fundraising and alumni initiatives. Works closely with the Vice Chair for Education and Director of Continuing Education, Community and Alumni Relations (CECAR) regarding program development, operational procedures, communications and financial management related to educational, development/fundraising and alumni activities of the department. Occasional weekends and travel within Charleston area required.Entity: Medical University of South Carolina (MUSC - Univ)Worker Type: EmployeeWorker Sub-Type: ClassifiedCost Center: CC001055 COM PSYCH Training CCPay Rate Type: HourlyPay Grade: University-GEN07Pay Range: 40,086.00 - 68,136.000Scheduled Weekly Hours: 40Work Shift: Monday - Friday, 8:30 am - 5:00 pmJob Duties:25% - Performs all activities related to fiscal management and finances for the CECAR team: a) Develops and monitors compliance with annual continuing education, alumni and fundraising/development; b) budgets for the department; c) Prepares detailed program reports for all CECAR events/activities/programming; d) Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and the preparation of funding requests; e) Performs the performance of activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc.; f) Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and the preparation of funding requests; g) Directs budget preparation and monitors expenditures; h) Prepare all funding requests; i) Created CECAR budget for 3 fiscal years; j) Recover misallocated funds; k) Allocate funding sources and monitor l) Process procurement reimbursements, check requests and foundation requests.30% - Coordinates and administers the development and delivery of assigned professional educational programs. In collaboration with the Vice Chair for Education and the Director of Continuing Education, implements new educational program offerings. Stays abreast of new trends in continuing education course delivery. Performs complex administrative duties related to continuing education trainings. o Maintain CE database and update all community contacts. Updates contact information for all current and new physicians, psychologists by utilizing and downloading the State Board licensing lists. Develops and establishes a validated email and postal mail database: a) Manages the use of the database by others granted access; b) Manages requests for information from the database from other departments. Plans, implements, and coordinates special projects or programs; prepares detailed program reports. Provides assistance in the establishment of new programs or the modification of existing programs.Conducts surveys and studies of problems and needs; makes recommendations. Maintains up-to-date knowledge of the status of assigned program area(s).15% - Develops and executes specific complex communication campaigns for primary and secondary markets for educational offerings, alumni and development/fundraising initiatives; Design and implement communications collateral including conference brochures, flyers, handouts and other materials; create and disseminate marketing pieces for print and online for professional and community education programs, alumni and fundraising initiatives; Develop and manage applicable sections of website for the Department, including developing content/digital assets; Monitor, manage and develop communications and website content that are mindful of MUSC compliance/brand management rules; Coordinate with the APA and the accreditation site, to be able to run an educational APA programs online; Monitors and analyzes web-related statistics, identify trends and the nature, frequency and types of services requested, and uses this data to improve content and quality of services; Compile data on department s division resources, workshops, clinics and services; Research division offerings to update department website; Organize division material to create a department book and collection of division brochures; Marketing for department on relevant social media pages10% - Coordinates complex administrative, business management and/or support activities for development/fundraising activities for the department. Coordinate the logistics for each event and communication piece. Interfaces with COM Development staff for all operations and communication. Create all materials within compliance/brand management. Prepares detailed quarterly and yearly development reports for all department fundraising initiatives. Interface with MUSC Foundation, University Office of Communication and Marketing, EAP, etc.10% - Assist in coordination of complex Psychiatry-related alumni events: a) Maintain Psychiatry Alumni section of Alumni website and quarterly alumni newsletter for the Department; b) Develop and executes specific marketing initiatives for alumni relations for the Department; c) Liaise with department alumni taskforces and special committees as needed.5% - Oversees/Provides training in administrative/management practices and procedures to all CECAR volunteers and additional administrative staff as they join the CECAR team.5% - Other duties as assigned.Preferred Knowledge, Skills and Abilities:Candidate should have experience in all aspects of planning small and large group events for in-person and virtual audience (including working with planning committees, speaker recruitment, event marketing, vendor selection, and budget creation and reconciliation).Candidate must be comfortable multitasking, working in fast-paced environment and using emerging technologies.Experience programming/researching topics and speakers for educational conferences and workshops strongly preferred.Strong analytical and organizational skills.Experience in creating and presenting executive communication/marketing proposals/presentations.Proficient in computer skills, including MS Office applications, Word, Power Point and Excel and adobe products and Site Executive.Ability to perform tasks with little supervision. Excellent verbal, written, editing, and proofreading skills.Knowledge of graphic design software preferred.Knowledge of Continuing Medical Education policies, a plus.Additional Job DescriptionMinimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) 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)If you like working with energetic enthusiastic individuals, you will enjoy your career with us!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