UNIV - Administrative Coordinator II - Psychiatry: Women's Reproductive and Behavioral Health

Job Description Summary Serves as the Administrative Coordinator for the Women’s Reproductive Behavioral Health Division (WRBH) supporting daily administrative and operational activities related to research, clinical, and educational missions. This position reports to the Division Director. Entity Medical University of South Carolina (MUSC - Univ) Worker Type Employee Worker Sub-Type Faculty Cost Center CC001348 Human Resources Administration Pay Rate Type Salary Pay Grade University-GEN09 Pay Range 52,100.00 - 70,300.00 - 88,600.000 Scheduled Weekly Hours 40 Work Shift Job Description FLSA: Exempt Work Schedule: Monday - Friday, 8:30 am - 5:00 pm Job Duties: 30% - Provide administrative support to the WRBH Division Director and senior division leadership: Planning, coordinating, and scheduling meetings and events with leadership, collaborators, customers, college, and division staff including accessing multiple calendars to select date and time. Locating and contracting with appropriate meeting locations. Procuring refreshments or gift cards as appropriate. Setting up in-person and virtual meetings. Providing guidance and support for in-person and virtual meetings and trainings including creating meeting summaries, action items, and deliverables Assisting with developing meeting agenda, reports, printing, and distributing documents. Coordinating Division’s employee engagement process. Coordinate clinic research screening 20% - Coordinate the facility and administrative operations for WRBH including: Managing the reception area. Supporting office equipment purchases, usage, and supplies (e.g., copiers). Ordering and supporting users with computer, phones, and cell phones. Handling mail and shipments. Arranging for service and repairs as needed. Coordinating renovations, furniture purchases, and office moves. Disseminating and tracking office keys and badge access. Communicating building related announcements (e.g., scheduled maintenance, service interruptions, fire drills, etc), to occupants Maintaining organized, fully stocked, and clean office space and report problems to Building Management Company or WRBH/Department leadership as required. Purchasing office supplies. Arranging for recycling and surplus pickup. Assuming other duties as required. 20% - Assist with publication and grant development and reporting including: Providing meeting and logistical support to WRBH Investigators and other key personnel for grant and publication development and reporting. Collecting and assisting with formatting biographical sketches, other support documents, letters of support, and other required grant materials as needed. Editing and formatting text and bibliographies for manuscript and grant proposal submissions and progress reports. Assisting with the preparation of graphics, PowerPoint presentations, and other documents as required. Monitoring internal project timelines for deliverables and alerting leadership on completed, pending, and overdue deliverables. Serving as a knowledge resource facilitating compliance with public access policies and other sponsor requirements related to dissemination and reporting scholarly works. 15% - Manage new employee hires and orientation for the division Scheduling interviews with applicants in coordination with hiring managers and interview teams. Assisting applicants support with logistics and questions. Providing information and onboarding checklists and other resources to hiring managers/ supervisors and tracking completion. Scheduling orientation with relevant Division teams. Supporting new employee computer and phone purchase and set up with IT support personnel. Ensuring that onboarding and off boarding documents are reviewed and updated timely in consultation with supervisor. 10% - Manage event planning and coordination and communications Coordinating division meetings including staff, advisory committee, and sponsor site visits as needed. Supporting staff and collaborator engagement by developing internal and external communications, event planning, website updates, and resource dissemination. Contributing to event planning including organizing programs/agenda, organizing planning meetings, tracking deliverables, and communicating event information to invitees. Coordinate WRBH or project related website updates, and division social media posts 5% - Special Projects Contributing to other duties as assigned by division leadership. Preferred Training & Experience: The ideal WRBH Administrative Coordinator is a highly organized, detail-oriented professional who serves as a key representative of the WRBH Division, Department, and MUSC while effectively engaging with internal, external, state, and national stakeholders. This individual demonstrates exceptional project management and communication skills, the ability to build and sustain collaborative working relationships, and the flexibility to manage competing priorities in a dynamic research environment. A strong understanding of divisional and institutional missions enables the coordinator to anticipate needs, streamline processes, and enhance communication and collaboration across programs. The successful candidate works effectively as part of a team, maintains compliance with sponsor and MUSC regulations, and leverages technology—including MS Office applications, REDCap, virtual platforms, and appropriate AI tools—to support operational efficiency. Candidates with a master’s degree and experience in academic health sciences, public health, higher education administration, and federally or foundation-funded grants are highly preferred. Additional Job Description Minimum 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. 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, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need. Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: Thank you for wanting to be part of the Medical University of South Carolina team. Whether you want to teach the next generation of health care leaders, innovate new business models, discover the next breakthrough or provide patient care, there's a role for you that fuels your passion and takes advantage of your skills. There are career opportunities available in academics, research, hospital medicine, physician practices and support services, from patient billing to IT. As an applicant, you can search jobs for all MUSC entities as well as search by category and location. MUSC attracts more than $250 million annually in research funding, making it the biggest magnet for biomedical, extramural research dollars of all institutions of higher learning in South Carolina. The Clinical and Translational Science Award (CTSA) Program aims to advance clinical and translational science to increase the speed at which new treatments become available to patients. MUSC Health, the clinical enterprise, operates a 750 bed medical center, which includes a nationally recognized Children’s Hospital, the Ashley River Tower (cardiovascular, digestive disease, and surgical oncology), Hollings Cancer Center (one of fewer than 70 elite National Cancer Institute designated centers), a Level I Trauma Center and the Institute of Psychiatry. In addition, there are more than 100 outreach clinics, hospital/health system affiliations, and telehealth sites. U.S. News & World Report placed us among the top one percent of all American hospitals, with 11 specialties in the top 50. The MUSC Medical Center is also one of only three Magnet® designated hospitals in South Carolina.